Executive Assistant

Halo Media; New York (NY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Halo Media, a leading digital agency, is seeking an Executive Assistant to support the Chief of Staff and executive team in New York City. This hybrid role demands exceptional organizational skills, attention to detail, and the ability to thrive in a dynamic environment. Responsibilities include managing calendars, organizing meetings, facilitating communication, and ensuring smooth operations. The ideal candidate is proactive, a self-starter, and experienced in high-level administrative tasks.

Qualifications

• 2–5 years of experience in executive support or high-level administrative roles.
• Comfortable managing logistics for multiple leaders.
• Proactive attitude and problem-solving mindset.

Responsibilities

• Manage and maintain complex calendars for the CEO and Chief of Staff.
• Draft meeting agendas and notes, ensuring follow-ups are tracked.
• Serve as a liaison between executives and teams or stakeholders.

Skills

Communication

Organizational Skills

Attention to Detail

Tools

Google Workspace

Slack

Zoom

Notion

Jira

Job description

Executive Assistant to the Chief of Staff (Hybrid, NYC)

Who we are

We’re a NYC-based digital agency with a global team of over 300, shaping the future of digital experiences for 20 years. Our clients span Media & Entertainment, Retail, Finance, Healthcare, Ticketing, and beyond—each trusting us to push boundaries, challenge the expected, and deliver results that matter.

At Halo, we believe real impact comes from real connections. We forge deep partnerships with our clients so they can do the same with their audiences. Our work blends data-driven strategy with boundary-pushing creativity—spanning digital marketing, product strategy, UI/UX, art direction, and full-stack development.

Job Overview

We are seeking a highly organized and proactive professional to join our team in a full-time capacity, based in our New York City office on a hybrid schedule (2–3 days per week in-office). This role provides direct support to the Chief of Staff, with regular interaction and assistance provided to the CEO and executive team. The ideal candidate will be based in New York or New Jersey and thrive in a fast-paced, dynamic environment that requires strong communication skills, discretion, and a high level of attention to detail.

Key Responsibilities

This role provides essential support to the Chief of Staff and CEO—helping manage calendars, communications, logistics, and information flow with precision and care. You will also support other members of the executive team, helping them stay focused, aligned, and prepared.

Executive Support

• Manage and maintain complex calendars across time zones for the CEO and Chief of Staff
• Schedule internal and external meetings across the exec team
• Coordinate travel arrangements and prep materials for offsites, client visits, team gatherings and internal workshops

Meeting Prep & Follow-Up

• Draft and organize meeting agendas, notes, and action items
• Track follow-ups across teams and help ensure deadlines are met
• Help prepare presentations, summaries, and briefing documents

Communication & Coordination

• Serve as a liaison between executives and internal teams or external stakeholders
• Support inbox management, information intake, and prioritization
• Maintain professionalism, confidentiality, and clarity in all communications

Operations & Logistics

• Help streamline workflows and flag areas for efficiency
• Own and refine administrative processes (e.g., scheduling, recurring meetings, documentation)
• Support special projects or ad hoc initiatives across departments
• Ensure the office is fully stocked with necessary supplies and equipment

Administrative Systems & Compliance

• Handle company paperwork and documentation
• Oversee and maintain company systems and tools

Requirements

• 2–5 years of experience in executive support, operations, or high-level administrative roles
• Strong calendar, communication, and organizational skills
• Comfortable managing logistics for multiple leaders in a dynamic environment
• Proficient in tools like Google Workspace, Slack, Zoom, and project management platforms (e.g., Notion, Jira)
• Eager to learn, proactive, and solution-oriented
• Self-starter with a proactive attitude and problem-solving mindset
• Able to manage competing priorities and pivot quickly in a fast-paced environment.