Executive Assistant (Connected Commerce & HLTH)

Shoptalk

New York (NY)

Hybrid

USD 110,000 - 120,000

Full time

14 days+

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Benefits offered by this job

Competitive salary plus bonus

Medical, dental, vision insurance

401(k) with company match

Flexible hybrid working model

Paid time off

Volunteer day

Learning and development opportunities

Career progression across Shoptalk'ss

Employee Assistance Program

Collaborative culture

Job summary

Shoptalk is seeking an Executive Assistant to support the President, Connected Commerce and President, HLTH in a fast-paced, global environment. This hybrid New York role protects the Presidents’ time, coordinates complex calendars, travels, and key meetings while maintaining discretion and sound judgment.

You will partner with leadership, manage communications, prepare materials, process expenses, and help run the US office alongside the Office Manager.

Qualifications

Experience supporting two senior leaders; able to protect executives’ time and priorities.
Strong written and verbal communication for senior audiences.
Proven ability to manage complex calendars and travel itineraries.

Responsibilities

Manage complex and changing calendars for two Presidents across time zones.
Gatekeeper to prioritize requests and protect executive time.
Coordinate internal and external meetings with agendas and briefs.
Arrange domestic and international travel with detailed itineraries.
Process expenses, invoices and POs accurately and timely.
Support planning of leadership meetings and company events.
Maintain confidentiality and build relationships with stakeholders.
Provide cover and collaboration with other Executive Assistants as needed.

Skills

C-suite support

Calendar management

Travel coordination

Microsoft 365

Communication skills

Discretion

Tools

Microsoft 365

Job description

Executive Assistant (Connected Commerce & HLTH)

Reports to: President, Connected Commerce and President, HLTH

Location: New York, hybrid

Job status: Full-time, Permanent

ROLE PURPOSE

The Executive Assistant will provide high-level, proactive support to the President, Connected Commerce and President, HLTH. Acting as a trusted partner and central point of coordination, this individual will protect the Presidents’ time, anticipate needs, keep priorities moving and enable both leaders to operate effectively across complex, fast-paced global businesses.

The role requires exceptional judgment, discretion and the ability to balance the priorities of two senior executives. The Executive Assistant will work closely with both leadership teams to maintain alignment, ensure follow-through and help the Presidents stay ahead of key business commitments.

The role will also provide light-touch office support, working alongside the Office Manager to help maintain a well-run and welcoming US office.

KEY RESPONSIBILITIES

Manage complex and frequently changing calendars for both Presidents, balancing competing priorities, global time zones and business-critical commitments.
Act as a proactive gatekeeper and point of contact, using sound judgment to prioritize requests, resolve conflicts and ensure the Presidents’ time is focused on the highest-value activities.
Anticipate upcoming priorities, deadlines, risks and information needs, ensuring both Presidents are appropriately prepared.
Coordinate internal and external meetings, including agendas, briefing materials, pre-reads, room or virtual arrangements and appropriate follow-up.
Track decisions, actions and deadlines arising from leadership meetings, following up with owners to maintain momentum and accountability.
Arrange complex domestic and international travel, including flights, accommodation, ground transportation, visas where required and detailed itineraries, including contingency planning.
Prepare and process expenses, invoices and purchase orders accurately and on time, in line with company policies.
Build strong working relationships with leadership teams, employees, customers, partners and other senior external stakeholders.
Coordinate across the Connected Commerce and HLTH leadership teams, identifying dependencies, sharing relevant information and helping both Presidents remain aligned on key priorities.
Handle sensitive business, commercial and people-related information with the highest level of confidentiality and discretion.
Support the planning and delivery of leadership meetings, town halls, team offsites, dinners, company events and other key business moments.
Lead or coordinate ad hoc projects and research on behalf of the Presidents, gathering input and driving activity through to completion.
Collaborate with other Executive Assistants and provide appropriate cover to ensure consistent support across the senior leadership team.
Provide limited office support alongside the Office Manager, including coordinating visitors and meeting rooms, helping with office events and onboarding, and escalating facilities or workplace issues to the appropriate owner.

SKILLS AND EXPERIENCE REQUIRED

Significant experience supporting C-suite or President-level executives, ideally supporting more than one senior leader.
Proven ability to manage complex calendars, shifting priorities and high volumes of confidential information in a fast-paced environment.
Strong experience organizing complex domestic and international travel, including detailed itineraries and visa requirements.
Advanced proficiency in Microsoft 365, including Outlook, PowerPoint, Word, Excel and Teams; and confidence learning new systems.
Excellent written and verbal communication skills, with the ability to produce polished, accurate materials for senior audiences.
Strong meeting, event and project coordination skills, with consistent follow-through on actions and deadlines.
Experience supporting an office or workplace environment is helpful; although the role is not intended to replace the Office Manager.
Experience in events, media, healthcare or retail-related businesses would be an advantage but is not essential.

Personal competencies and qualities:

Exercises excellent judgment and handles confidential matters with complete discretion.
Is highly proactive and anticipates needs, risks and next steps rather than waiting to be directed.
Can confidently manage senior relationships and communicate professionally with stakeholders at every level.
Is highly organized, calm under pressure and able to prioritize competing demands without losing attention to detail.
Has a practical, solutions-focused approach and is comfortable working through ambiguity and rapid change.
Is resilient, flexible and willing to take ownership of tasks both large and small.
Works autonomously while keeping both Presidents appropriately informed.
Builds trust quickly and works collaboratively across different teams, brands and locations.
Maintains clear boundaries and expectations while providing responsive, high-quality support.
Is available to work from the New York office in line with business and executive needs, with flexibility around key meetings, events and travel.

Benefits: