Executive Assistant II

Jobtailor; New York (NY); On-site; USD 85,000 - 110,000; Full time

Job summary

Jobtailor is seeking an experienced administrative professional to support an executive team. The role focuses on comprehensive administrative duties, calendar management, travel coordination, and the use of AI tools to streamline workflows.

The ideal candidate will have 5+ years of corporate experience, strong organizational skills, and a proactive approach to process improvements. This full-time position offers exposure to senior stakeholders and dynamic, multi-project environments.

Qualifications

• 5+ years supporting an executive or team in a corporate environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with collaboration tools.
• Strong organizational, time management, and follow-through skills; ability to manage multiple tasks and shifting priorities.
• Interest in or experience using AI tools to support administrative work.

Responsibilities

• Provide comprehensive administrative support to a team, helping maintain momentum across multiple projects and stakeholders.
• Manage calendars, schedule meetings, and coordinate logistics for virtual and in-person meetings, including agendas, materials, notes/summaries, and follow-ups.
• Serve as a key point of contact for internal partners and external vendors/production partners; communicate professionally with senior stakeholders.
• Coordinate travel as needed and prepare/submit expense reports in company systems.
• Recommend and implement process improvements that increase team efficiency and strengthen day-to-day workflows.
• Support meeting logistics as needed (room setup, catering coordination, and liaising with on-site teams).
• Assist with special projects, research, reporting, and presentations, ensuring priorities are managed and deadlines are met.
• Leverage AI-enabled tools to streamline administrative work (e.g., drafting documents, organizing information, summarizing materials, and improving workflow efficiency).
• Maintain discretion and sound judgment while handling confidential, sensitive, and/or time‑sensitive information.

Skills

MS Office

AI tools

Job description

Responsibilities

• Provide comprehensive administrative support to a team, helping maintain momentum across multiple projects and stakeholders.
• Manage calendars, schedule meetings, and coordinate logistics for virtual and in-person meetings, including agendas, materials, notes/summaries, and follow-ups.
• Serve as a key point of contact for internal partners and external vendors/production partners; communicate professionally with senior stakeholders.
• Coordinate travel as needed and prepare/submit expense reports in company systems.
• Recommend and implement process improvements that increase team efficiency and strengthen day-to-day workflows.
• Support meeting logistics as needed (room setup, catering coordination, and liaising with on-site teams).
• Assist with special projects, research, reporting, and presentations, ensuring priorities are managed and deadlines are met.
• Leverage AI-enabled tools to streamline administrative work (e.g., drafting documents, organizing information, summarizing materials, and improving workflow efficiency).
• Maintain discretion and sound judgment while handling confidential, sensitive, and/or time‑sensitive information.

Requirements

• At least 5 years of supporting an executive or team in a corporate environment
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with collaboration tools and digital platforms.
• Strong organizational, time management, and follow-through skills; ability to manage multiple tasks and shifting priorities.
• Interest in (or experience using) AI tools to support administrative and organizational work.

Core Competencies

Demonstrates expertise in providing comprehensive administrative support, managing calendars, and coordinating logistics for meetings while leveraging AI tools to enhance workflow efficiency. Proven ability to maintain discretion and manage multiple tasks in a corporate environment.