Executive Assistant

The.Team: SME; New York (NY); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Professional Development

Generous Paid Time Off

Parental Leave

401k Plan

Healthcare Coverage

Job summary

THE-TEAM is seeking a dedicated Executive Assistant to support two senior executives in our Brooklyn (DUMBO) office, managing calendars, travel, meetings, and sensitive inquiries with professionalism and discretion.

You will screen emails, coordinate across teams and clients, prepare summaries, and help plan events and off-sites, while maintaining high standards of confidentiality and service. A hybrid schedule, strong MS Office and Google Workspace skills are essential.

Qualifications

• Bachelor's degree or equivalent; experience supporting senior-level executives is preferred.
• Strong customer service orientation and ability to handle confidential information.
• Flexibility to work nights and weekends as needed.

Responsibilities

• Manage executives' calendars, travel logistics, interviews, and commitments.
• Screen and direct emails; act as gatekeeper with professionalism and discretion.
• Coordinate meetings, liaise with employees, clients, and executives; plan travel and events.

Skills

Calendar management

Executive support

Customer service

Microsoft Office

Google Workspace

Adobe Creative Suite

Organizational skills

Project management

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Adobe Creative Suite

Job description

THE-TEAM is proud to provide representation and marketing services to talent, brands and properties across 28 countries and more than 70 cities worldwide. Our brands and properties group partners with iconic brands and rights holders to turn relevance into revenue through integrated strategy and consulting, creative, live experiences and commercialization. We help clients understand, connect to and inspire global audiences by bringing together brands, properties and talent/creators to build meaningful relationships that drive measurable business outcomes.

JOB OVERVIEW:

Responsible for supporting the day-to-day needs of two key executives in the Department. Provide high-level executive administrative support including organizing, scheduling, and coordinating administrative activities for two executives. Manages travel, bookings and expense reports for executives and key team members. Under management of executives may work across client tasks including planning meetings, off-site and travel for larger group.

This person must be able to work a hybrid schedule in our Brooklyn (DUMBO) office .

WHAT YOU'LL DO:

• Support day-to-day schedules of Executives, which includes managing calendars, appointments, travel logistics, interviews, and other commitments.
• Serve as gatekeeper for incoming queries for Executive; answer, screen, and direct incoming emails ensuring a high level of professional customer service and confidentiality.
• Coordinate and prioritize executive daily schedules; arrange meetings and conferences, act as a liaison between employees, clients, and executives.
• Schedule appointments, coordinate on and off-site meetings and special events, make travel arrangements. Has an interest and understanding of trending client appropriate locations and experience managing relationship with establishments to ensure access for client and executive requests.
• Interface with high-level administrators within/outside the company requiring considerable discretion and judgment related to case and time sensitive matters.
• Connect ideas and the flow of information between Executive and others related to client matters, including with respect to client projects.
• Plan travel itineraries, coordinate related arrangements, gather information and determine and negotiate complex scheduling issues; prepare expense reports.
• Handle both company and Executive's personal matters with discretion.
• Join phone calls and meetings, take notes for Executive and others, and provide meeting summaries to Department team members.
• Monitor Executive's email to ensure responses are timely and that Executive stays on task and up to date. Prepare daily summaries of email communications requiring Executive's attention.
• Contribute to a team effort by undertaking other special projects as requested.

WHAT WE'RE LOOKING FOR :

• Bachelor's degree (sports management, business administration, comm., or finance a plus).
• Seasoned candidate with prior work experience supporting senior-level executives.
• Must be customer service focused and provide the best possible support to internal team members.
• Requires considerable flexibility in scheduling and the willingness to work nights and weekends. Due to the nature of the position, some after-hours coordination of schedules and travel may periodically arise.
• Advanced skills in Microsoft Office. Proficient in Google Workplace and Adobe Creative Suite a plus.
• Well-developed written and oral communication skills and ability to interact with people of all demographics.
• Strong analytical, organizational, and project management skills.
• Requires self-management and project management abilities.
• Ability to build strong and lasting relationships.
• Ability to anticipate problems and manage expectations.
• Ability to be efficient with a high attention to detail.
• Ability to maintain confidentiality and professionalism in all situations.
• Ability to exercise discretion, sound judgment and significant initiative.
• Able to remain calm and solutions-oriented under pressure, with the ability to mediate and navigate tense and stressful situations positively without panic.
• Polished, confident, and upbeat personality. Ability to collaborate and build credibility across all levels of the organization. Proven track record of successfully managing upwards.

WHAT WE OFFER:

• Professional Development : Take advantage of our learning and development programs, mentorship opportunities, and career advancement support.
• Generous Time Off : Enjoy generous paid time off and holiday allowances to recharge and spend time with loved ones.
• Parental Leave : We provide paid parental leave to support your family during important life events.
• Retirement Plan : 401k plan including contribution matching.
• Healthcare : Medical, dental, vision, FSA/HSA, life and disability coverage options.