Executive Assistant

IAB; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Hybrid work schedule

Professional development opportunities

Collaborative culture

Work-life balance

Job summary

A leading advertising organization based in New York seeks a highly skilled Executive Assistant to support senior executives. The ideal candidate will have over 5 years of experience, demonstrating strong organization, communication, and discretion. Responsibilities include managing calendars, arranging travel, preparing expense reports, and coordinating meetings. This position offers high visibility within the industry and a collaborative culture that encourages professional growth and work-life balance.

Qualifications

• Minimum of 5 years of experience supporting senior executives.
• Strong written and verbal communication skills.
• Ability to manage confidential information with integrity.

Responsibilities

• Manage complex calendars and prioritize meetings.
• Organize domestic and international travel arrangements.
• Prepare and submit accurate monthly business expense reports.
• Coordinate meetings and events, ensuring all materials are prepared in advance.

Skills

Organization

Communication

Discretion

Proactivity

Tech-Savvy

Tools

Microsoft Office Suite

Outlook

Salesforce

Zoom

Job description

The Interactive Advertising Bureau (IAB) is looking for a highly skilled, organized, and proactive Executive Assistant to provide critical support to our Chief Growth Officer, SVP, Centers of Excellence & Industry Initiatives and SVP, Member Development. This is a unique opportunity to be at the heart of IAB’s mission, ensuring two of our most senior executives are equipped to lead with focus, efficiency, and impact.

In this role, you’ll do much more than manage schedules, you’ll serve as a trusted partner, keeping operations running smoothly, enabling leadership success, and representing IAB with professionalism and discretion.

What You’ll Do:

Executive Support & Calendar Management

• Manage complex calendars, ensuring schedules are up-to-date and free of conflicts.
• Proactively adjust and prioritize meetings to accommodate urgent or time-sensitive requests.
• Keep executives fully briefed on upcoming deadlines, meetings, and priorities.

Travel & Logistics

• Organize domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and itineraries.
• Anticipate executive needs and provide complete travel documentation and confirmations.

Expense & Administrative Management

• Prepare and submit accurate monthly business expense reports.
• Track reimbursements and follow up proactively.
• Draft and distribute correspondence, invoices, agendas, and reports.
• Coordinate reservations for business meals and meetings.

Meeting & Event Coordination

• Prepare and circulate agendas and supporting materials in advance of meetings.
• Record meeting recaps, track action items, and provide timely follow-up.
• Book and set up meeting rooms with all necessary technology and equipment.

Operational & Strategic Support

• Provide status updates and track action items for executives, escalating when needed.
• Partner with cross-functional teams to support initiatives across the organization.
• Perform additional administrative and project-related duties as assigned.

Who You Are:

• Experienced EA: You have a minimum of 5 years of experience supporting senior executives, preferably in media, technology, or a fast‑paced industry.
• Detail‑Oriented: A master of organization who anticipates needs and catches the small things before they become big.
• Strong Communicator: Excellent written and verbal skills, with confidence in handling communications at all levels.
• Discreet & Professional: Trusted to manage confidential information with the highest integrity.
• Tech‑Savvy: Proficient in Outlook and Microsoft Office Suite; experience with Salesforce, Zoom, and expense platforms a plus.
• Adaptable & Proactive: Thrives in dynamic environments, solving problems with creativity and resourcefulness.

Why You’ll Love Working at IAB

• High Visibility: Support senior executives who are shaping the future of digital media, marketing, and technology.
• Industry Impact: Be part of an organization that drives standards, innovation, and growth across the ad‑supported internet.
• Collaborative Culture: Join a team that values diverse perspectives, open communication, and shared success.
• Growth & Learning: Gain exposure to strategic initiatives, industry events, and opportunities for professional development.
• Work‑Life Balance: Hybrid schedule with flexibility, plus a culture that values well‑being and personal growth.

This is a chance to contribute to the future of digital advertising and marketing while providing indispensable support to IAB leadership. If you’re ready to make an impact behind the scenes while growing your own career, we’d love to hear from you.