Executive Assistant

Haddad Organization Ltd.; New York (NY); On-site; USD 75,000 - 110,000; Full time

Job summary

Haddad Organization Ltd. is seeking an experienced Executive Assistant to support our executive team in a fast‑paced, highly organized environment.

The role requires managing complex calendars, coordinating travel between NJ and NYC, and serving as the primary liaison with internal partners, clients, and vendors. The ideal candidate will have 5+ years of executive support experience, strong communication skills, and the ability to anticipate needs with discretion.

Qualifications

• Minimum 5 years of experience as an Executive Assistant.
• Based in or near Manhattan, NY.
• Highly organized, detail‑oriented, and able to manage shifting priorities.
• Strong verbal and written communication skills.
• Experience supporting executives in construction industry preferred.
• Comfortable working independently and using sound judgment.

Responsibilities

• Manage and consolidate a complex calendar across locations (NJ and NYC).
• Send proactive reminders for meetings, deadlines, and commitments.
• Serve as primary contact between executive and partners, clients, vendors.
• Screen and route calls, emails, and correspondence.
• Coordinate travel arrangements and itineraries between NJ and NYC sites.
• Schedule meetings, book conference rooms, and coordinate site visits.
• Prepare, format, and proofread documents, reports, and presentations.
• Take and distribute meeting minutes; follow up on actions.

Skills

Executive support

Calendar management

Communication skills

MS Office

Independent judgment

Tools

Microsoft Office

Calendar tools

Job description

Description

Haddad is a privately held family business with over 100 years of experience in the children’s apparel & accessories industry. A leader in the industry, Haddad Brands is the exclusive global licensee for the most iconic brands in the world, including Nike, Jordan, Converse, Hurley, Levi’s, Polo, Abercrombie and Fitch, Lacoste, and Huggies. Supported by a team of professionals skilled in design, sourcing, production, sales, marketing & distribution of premium quality children’s wear, Haddad distributes globally to 100+ countries and maintains sales and sourcing offices in 22 cities globally, including New York, Paris, Hilversum, Shanghai, Egypt, Vietnam, Sri Lanka, and Montreal.

Overview:

Our executive splits time between projects across New Jersey and New York City and needs an experienced Executive Assistant to bring order to a fast-moving schedule. This is a hands‑on role for someone who thrives on structure, catches conflicts before they happen, and keeps the trains running on time.

Key Accountabilities:

• Manage and consolidate a complex calendar across multiple locations
• Send proactive reminders for meetings, deadlines, and commitments
• Serve as the primary point of contact between the executive and internal/external partners, clients, and vendors
• Screen and route phone calls, emails, and correspondence
• Coordinate travel arrangements, accommodations, and detailed itineraries between NJ and NYC sites
• Schedule and coordinate meetings, including booking conference rooms and job‑site visits as needed
• Prepare, format, and proofread documents, reports, presentations, and correspondence
• Take and distribute meeting minutes and follow up on action items
• Maintain organized filing systems for both digital and physical records
• Handle expense reports, basic bookkeeping, and invoice tracking
• Plan and coordinate off‑sites, team events, and executive‑level meetings
• Anticipate needs and keep the executive one step ahead, not one step behind
• Maintain strict confidentiality regarding sensitive business and personal matters
• Handle special projects and other duties as assigned

Requirements

Required Skills/Abilities/Education:

• Minimum 5 years of experience as an Executive Assistant
• Based in or near Manhattan, NY
• Highly organized, detail‑oriented, and comfortable managing shifting priorities
• Strong verbal and written communication skills
• Proficient in Microsoft Office and standard calendar/scheduling tools
• Experience supporting executives in the construction industry strongly preferred
• Comfortable working independently and using sound judgment

Consistent in-office presence is vital to the role as it is for all Haddad Brands team members, so that we all have a full appreciation, aesthetically and tactilely, of the qualities that define our brand partners’ products and set them apart from their competitor