Executive Assistant, Chief Facilities Officer & Chief Security Officer

NBA NBA; New York (NY); On-site; USD 100,000 - 115,000; Full time

Benefits offered by this job

Discretionary bonus

Comprehensive benefits package

Job summary

NBA NBA is seeking an Executive Assistant to the Chief Facilities Officer and Chief Security Officer in New York City. The role provides high‑level administrative support to two Senior Vice Presidents and two additional SVPs, handling calendar management, travel planning, and confidential communications.

The position emphasizes discretion, organizational excellence, and proactive problem solving in a fast‑paced corporate environment, with primarily in‑person work and some travel.

Qualifications

• College degree with a foundation in Business Administration or a related field.
• 5+ years of previous experience supporting executives in a fast-paced, corporate setting.

Responsibilities

• Provide administrative support to the two primary leaders and two additional SVPs, including calendar management, scheduling of meetings, appointments, and travel itineraries.
• Prioritize and review daily schedules to ensure efficiency, making travel arrangements such as booking flights, accommodations, and transportation.
• Prepare travel and expense reports, ensuring accuracy.
• Serve as primary point of contact for internal and external stakeholders, screening and managing emails, phone calls, and other correspondence.
• Create and manage executive-level PowerPoint presentations and other communication materials, coordinating stakeholder input and delivering polished, presentation-ready content.
• Schedule, prepare materials and meeting minutes, attend meetings as requested, and secure conference rooms with appropriate audio-visual and catering arrangements.
• Handle guest registration requests, greet external meeting attendees, announce visitors, and manage the guest invitation process for large-scale NBA events.
• Leverage AI and automation tools to streamline administrative tasks, improve efficiency, and enhance overall productivity.
• Provide general support to the Facilities and Security departments, coordinating department meetings, orders for special events and off-sites, and managing the departments’ corporate purchase card.

Skills

Calendar management

Communication

Organizational skills

Multitasking

Discretion

Interpersonal skills

Attention to detail

Independent / self-direction

Problem solving

Feedback reception

Proactive improvement

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

PowerPoint

Calendar management tools

Job description

Position Summary

The Executive Assistant to the Chief Facilities Officer and Chief Security Officer will perform a wide variety of administrative activities while also supporting two other Senior Vice Presidents in accomplishing projects and tasks that impact the daily operations of the Facilities and Security departments. The role ensures that all matters are handled in a timely and professional manner, is resourceful in a fast‑paced environment, and handles sensitive and confidential information. The Executive Assistant interacts with employees at all levels, external contacts, and makes decisions with minimal guidance and supervision. The position is primarily in‑person, with 0‑15% travel depending on priorities.

Major Responsibilities

• Provide administrative support to the two primary leaders and two additional SVPs, including calendar management, scheduling of meetings, appointments, and travel itineraries.
• Prioritize and review daily schedules to ensure efficiency, making travel arrangements such as booking flights, accommodations, and transportation.
• Prepare travel and expense reports, ensuring accuracy.
• Serve as the primary point of contact for internal and external stakeholders, screening and managing emails, phone calls, and other correspondence.
• Create and manage executive‑level PowerPoint presentations and other communication materials, coordinating stakeholder input and delivering polished, presentation‑ready content.
• Schedule, prepare materials and meeting minutes, attend meetings as requested, and secure conference rooms with appropriate audio‑visual and catering arrangements.
• Handle guest registration requests, greet external meeting attendees, announce visitors, and manage the guest invitation process for large‑scale NBA events.
• Leverage AI and automation tools to streamline administrative tasks, improve efficiency, and enhance overall productivity.
• Provide general support to the Facilities and Security departments, coordinating department meetings, orders for special events and off‑sites (supplies, merchandise, catering), and managing the departments’ corporate purchase card.

Required Education & Experience

• College degree with a foundation in Business Administration or a related field.
• 5+ years of previous experience supporting executives in a fast‑paced, corporate setting.

Required Skills & Knowledge

• Ability to handle sensitive and confidential information with the highest level of discretion and integrity.
• Strong interpersonal skills and the ability to communicate effectively across all levels of an organization.
• Exceptional organizational and multitasking abilities, working independently, prioritizing tasks, and meeting deadlines.
• Advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint) and experience with calendar management tools.
• Creative problem‑solving skills, proactive improvement of outcomes, and strong attention to detail.
• Comfortable receiving feedback and adjusting approaches accordingly.
• Operates with the highest level of personal integrity and ethics, performing project‑based work with little supervision.

Salary Range

$100,000 – $115,000

Benefits

Employees may receive an annual discretionary performance bonus. The Company offers a comprehensive benefits program, which includes medical, dental, vision, life/AD&D insurance, short‑term and long‑term disability, fertility and family‑forming assistance, wellbeing allowance, educational assistance, mental health coaching/therapy, tax‑advantaged accounts (HSA and dependent‑care FSA), a 401(k) retirement plan, and paid time off including vacation, sick time, and personal days.

EEO Statement

We consider applicants for all positions on the basis of merit, qualifications, and business needs, and without regard to race, color, national origin, religion, sex, gender identity, age, disability, alienage or citizenship status, ancestry, marital status, creed, genetic predisposition or carrier status, sexual orientation, veteran status, familial status, status as a victim of domestic violence, or any other characteristic protected by applicable federal, state, or local law.