Executive Assistant

Professional Search Network; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

Professional Search Network in New York, NY seeks an Executive Assistant to provide expert-level administrative support to the President and leadership team. The role manages calendars, coordinates meetings, handles communications, and supports special projects while safeguarding confidentiality.

The ideal candidate has at least 5 years of executive support experience, a Bachelor's degree or equivalent, and strong organizational and communication skills.

Qualifications

• Bachelor’s degree preferred or equivalent work experience.
• Minimum of 5 years supporting executives in a dynamic, fast-paced environment.
• Industry experience in construction, flooring, or manufacturing is a plus.
• Strong organizational skills and ability to handle multiple priorities.
• Excellent communication and interpersonal skills.
• Proven ability to maintain confidentiality and discretion.

Responsibilities

• Oversee the President’s calendar, schedule meetings, and coordinate appointments with internal teams, vendors, and clients.
• Prepare and organize materials for executive meetings, including agendas, presentations, reports, and minutes.
• Manage all correspondence on behalf of the CEO and executive team, including emails, phone calls, and written communications.
• Draft routine business correspondence such as letters and emails.
• Maintain organized files and contact databases.
• Review and approve travel expense reports and reconcile company credit card charges for the CEO and management.
• Coordinate travel arrangements, accommodations, and itineraries for executives and visiting stakeholders.
• Assist in tracking project deadlines and deliverables, providing follow-up support as needed.
• Support special projects and initiatives as assigned.
• Liaise with vendors, subcontractors, and internal departments to facilitate executive priorities.
• Provide support for Board-related activities and meetings.
• Maintain and organize confidential files and corporate records with discretion.
• Handle office management tasks, including ordering supplies, coordinating maintenance, and managing service providers.
• Plan and coordinate internal and external company events.

Skills

Executive support

Calendar management

Communication

Confidentiality

Stakeholder coordination

Education

Bachelor's degree or equivalent

Job description

Job Title: Executive Assistant

Position Overview: The Executive Assistant offers expert-level administrative support to the President, who also serves on the Board and the leadership team of our company. This role is vital in managing calendars, coordinating meetings, handling communications, supporting special projects, and ensuring smooth office operations. The ideal candidate is proactive, highly organized, detail-oriented, and committed to maintaining confidentiality at all times.

Key Responsibilities

• Oversee the President’s calendar, schedule meetings, and coordinate appointments with internal teams, vendors, and clients.
• Prepare and organize materials for executive meetings, including agendas, presentations, reports, and minutes.
• Manage all correspondence on behalf of the CEO and executive team, including emails, phone calls, and written communications.
• Draft routine business correspondence such as letters and emails.
• Maintain organized files and contact databases.
• Review and approve travel expense reports and reconcile company credit card charges for the CEO and management.
• Coordinate travel arrangements, accommodations, and itineraries for executives and visiting stakeholders.
• Assist in tracking project deadlines and deliverables, providing follow-up support as needed.
• Support special projects and initiatives as assigned.
• Liaise with vendors, subcontractors, and internal departments to facilitate executive priorities.
• Provide support for Board-related activities and meetings.
• Maintain and organize confidential files and corporate records with discretion.
• Handle office management tasks, including ordering supplies, coordinating maintenance, and managing service providers.
• Plan and coordinate internal and external company events.

Qualifications & Skills

• Bachelor’s degree preferred or equivalent work experience.
• Minimum of 5 years supporting executives in a dynamic, fast-paced environment.
• Industry experience in construction, flooring, or manufacturing is a plus.
• Strong organizational skills, attention to detail, and ability to handle multiple priorities.
• Excellent communication and interpersonal skills.
• Proven ability to maintain confidentiality and exercise discretion.