Executive Assistant

AHEAD; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

AHEAD seeks an Executive Assistant to partner with one or more C-level executives, protecting time, prioritizing work, and enabling high-value activity.

You will manage calendars across time zones, prepare briefing materials, and handle travel, expenses, and confidential communications with professionalism.

The ideal candidate demonstrates judgment, discretion, organization, and polished communication in fast-paced environments.

Qualifications

• Exceptional judgment, discretion, organization, and communication skills are required.
• Ability to operate with limited direction and distinguish urgent from important.

Responsibilities

• Serve as strategic thought partner and primary point of contact for executives and stakeholders.
• Own complex calendars, prioritize commitments, and manage travel and meetings.
• Draft, edit, and proofread communications in executive voice when needed.
• Coordinate travel, expenses, and logistics for executive meetings and events.

Job description

AHEAD builds platforms for digital business. By weaving together advances in cloud infrastructure, automation and analytics, and software delivery, we help enterprises deliver on the promise of digital transformation.

AtAHEAD, we prioritize creating a culture of belonging,where all perspectives and voices are represented, valued, respected, and heard. We create spaces to empower everyone to speak up, make change, and drive the culture at AHEAD.

We are an equal opportunity employer, and do not discriminate based on an individual's race, national origin, color, gender, gender identity, gender expression, sexual orientation, religion, age, disability, maritalstatus, or any other protected characteristic under applicable law, whether actual or perceived.

We embrace all candidates that will contribute to the diversification and enrichment of ideas and perspectives at AHEAD.

The Executive Assistant serves as a trusted and highly proactive partner to one or more C-level executives at AHEAD. By protecting executive time, anticipating needs, organizing competing priorities, and driving follow-through, this role creates the leverage needed to focus on the highest-value work. A central part of the role is making day-to-day executive work easier by knowing what is needed before it is requested, removing friction, and creating a smooth, well-organized experience around the work.

The ideal candidate brings exceptional judgment, discretion, organization, and communication skills. They are comfortable operating with limited direction, quickly distinguish what is urgent from what is important, and represent executive leadership and AHEAD with professionalism and polish in every interaction.

Role & Responsibilities:

Executive partnership and prioritization

• Serve as a strategic thought partner and primary point of contact for executive leadership, internal leaders, employees, clients, partners, and other external stakeholders.
• Develop a strong understanding of each executive’s priorities, working style, relationships, and decision‑making preferences.
• Anticipate needs, identify risks, and recommend solutions before issues become urgent.
• Triage competing requests by determining what requires two or more executives’ attention, what can be delegated, and what should be deferred.
• Maintain visibility into open commitments, decisions, and follow-up items, and drive accountability through completion.

Calendar and meeting leadership

• Own the complex and dynamic calendars of multiple executives, balancing strategic priorities, internal operating rhythms, client and partner commitments, travel, and personal focus time.
• Protect executive time by resolving conflicts, managing tradeoffs, and ensuring that meetings have a clear purpose and the right participants.
• Prepare the relevant executive for meetings by gathering background information, briefing materials, agendas, talking points, and relevant decisions or action items.
• Capture and distribute action items as appropriate, ensuring that decisions and next steps are documented and advanced.

Communications and information flow

• Communicate on behalf of the executive in a tone that is clear, thoughtful, responsive, and aligned with AHEAD’s standards.
• Monitor executive inboxes and incoming requests with sound judgment, confidentiality, and an understanding of organizational context.
• When required to draft, edit, and proofread correspondence, presentations, meeting materials, and other communications in the appropriate executive’s voice.
• Provide timely updates on emerging issues, organizational developments, upcoming commitments, and decisions requiring attention.

Travel, expenses, and logistics

• Coordinate domestic and international travel, including air, hotel, ground transportation, itineraries, changes, and travel‑related materials.
• Manage expense reporting and related approvals accurately and on time.
• Own end-to-end logistics for executive meetings, offsites, and events, including:
• Room selection, setup, and AV or virtual platform readiness
• Catering and refreshment orders, dietary needs, and vendor coordination
• On‑site hosting of guests, including greeting, directions, and parking or access
• Post‑meeting cleanup and room reset, stepping in personally when needed

Special projects and executive operations

• Create practical systems, templates, and operating rhythms that improve executive effectiveness and reduce friction.
• Partner with other Executive Assistants and cross‑functional teams to coordinate coverage, improve processes, and provide