Executive Assistant

Persistent Systems; New York (NY); On-site; USD 121,000 - 151,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life insurance

Disability insurance

Paid time off

401(k) with company match

Fitness membership reimbursement

Tuition assistance

Mental health benefits

Veterinary benefits

Job summary

Persistent Systems, LLC in New York City is seeking an Executive Assistant to provide high-level administrative support to multiple senior leaders, including the Senior Vice President and CEO. The role is on-site, full-time, five days a week, and requires meticulous calendar management, meeting logistics, and professional handling of confidential information.

You will coordinate travel, prepare materials, attend meetings to ensure follow-ups, back up other EAs, and partner with the Front Office

Qualifications

• 5+ years of administrative experience supporting executives.
• Ability to handle confidential information with discretion.
• Strong communication skills, both written and verbal.
• Proven organizational skills and attention to detail.

Responsibilities

• Manage complex calendars for multiple senior leaders and coordinate internal and external meetings.
• Oversee all meeting logistics, including pre-meeting planning and distribution of materials.
• Attend meetings with senior leadership to ensure follow-ups on projects and tasks.
• Arrange catering and reservations for internal/external meals as needed.
• Represent CEO and senior leaders in communications with customers and visitors.
• Support company-wide strategic engagements and events with preparation and follow-ups.
• Coordinate travel for senior leaders and prospective employees; arrange hotels, flights, and car service.
• Prepare and process expense reports; maintain timekeeping as required.
• Provide backup coverage for other EAs and office roles; maintain confidentiality.

Skills

Team player

Attention to detail

Verbal and written communication

Discretion with confidential issues

Tools

Microsoft Office

Job description

Job Description & Responsibilities

Persistent Systems is seeking an exceptional Executive Assistant (EA) that will provide high-level administrative support to multiple senior leaders (Senior Vice President and CEO) managing the day-to-day agendas. This individual will perform a wide range of administrative and support tasks, including scheduling and managing calendars, facilitating meeting preparations and attendance, securing and managing conference room reservations, taking notes, arranging catering etc. The Executive Assistant will also support the other company EA’s as needed, as well as work with the Front Office Associates to ensure coverage of basic office functions. This role is onsite full-time, 5 days a week, and reports to the Senior Vice President.

Position Responsibilities

This position is responsible for providing administrative support for multiple senior leaders to include, but not limited to, the items listed below:

• Manage complex calendars of several senior leaders with a high level of detail, to include but not limited to coordinating internal & external meetings, prioritizing meetings to reflect information requirements of executive leaders
• Manage all meeting logistics, including pre-meeting planning, distribution of read ahead materials, execution, after action analysis if appropriate, and breakdown
• Attend meetings involving senior leadership to ensure proper coordination and follow ups on projects and tasks
• This may also include catering orders for internal meetings and reservations for external lunches/dinners
• Represent CEO and senior leadership in coordinating with customers and distinguished visitors, including emails and phone calls
• Work with Chief of Staff and WEM in support of companywide strategic engagements; ensure senior leaders are informed, prepared, and available for these events
• Support administrative efforts to include taking notes, receiving and handling packages, coordinating communications between the leadership team, ensuring all materials are submitted in advance of events, etc.
• Function as part of collaborative administrative team, including backup coverage for CEO EA, Workplace Experience Manager, and Front Office associates
• Provide EA support for other executives as the company grows
• Manage confidential/sensitive information with professionalism and discretion
• Oversee and manage all conference rooms/training room requests/bookings to ensure there are no conflicts- Rearrange bookings if necessary
• Provide administrative support for corporate projects as needed, (example: RDE tax credit, budget matrix, performance reviews, etc.)
• Arrange travel for senior leaders and prospective employees, including hotel, flight, and car service as needed
• Time keeping administrative support as requested, adding hours daily as well as end of week submission
• Create and process expense reports as requested
• Ensure Senior Leadership support for onboarding activities as required
• Complete other tasks as assigned

Job Qualifications & Experience

Minimum Qualifications

• 5 years of administrative experience directly supporting executives
• Must be a team-player with a high level of professional responsibility
• Organized and strong attention to detail, excellent verbal, and written communication skills
• Must be able to handle confidential information with the appropriate level of discretion; prudent and able to exercise proper discretion when dealing with sensitive matters and PII.
• Strong core competencies with Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Must have a United States security clearanceor the ability to obtain a United States Security Clearance

The pay for this role can vary from $121,000 to $151,000 a year based on the selected individual's education and experience.

Persistent Systems, LLC offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance; paid time off; flexible spending accounts; 401(k) plan with company match; fitness membership reimbursement; tuition assistance; mental health benefits; and veterinary benefits.

• medical, dental, vision, life, and disability insurance
• paid time off
• flexible spending accounts401(k) plan with company match
• fitness membership reimbursement
• tuition assistance
• mental health benefits
• and veterinary benefits

Company Overview

Persistent Systems, LLC is a leading global provider of mobile networking solutions for military, first responder, government, and commercial markets. We engineer our Wave Relay MANET and Cloud Relay technology to transmit voice, video, and situational awareness under the most difficult conditions. Through the Wave Relay Ecosystem, an alliance of industry-leading companies, Persistent unites warfighters, UGVs, UAVs, sensors, cameras, and devices on a common network. Persistent was founded in 2007 and has offices in New York City, Colorado, Montana, North Carolina, North Dakota, and Wyoming.