Executive Assistant New York, NY →

Collected Strategies, LLC; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Collected Strategies, LLC in New York City seeks an Executive Assistant to provide sophisticated administrative support to senior firm leaders and help manage the firm’s new headquarters.

The role requires four in-office days (Mon–Thu) with one remote day (Fri) each week, coordinating calendars, travel, front desk operations, vendor relations, and firm events in NYC and other domestic locations, while ensuring smooth meeting logistics and privacy in a fast-paced environment.

Qualifications

• 3+ years of experience in an executive assistant or similar role supporting senior leaders.
• Experience managing Outlook calendars and expense processes.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office and CRM tools.
• Strong written and verbal communication skills.

Responsibilities

• Manage Outlook calendar and expense submissions for senior leaders.
• Coordinate travel and meeting logistics for senior leaders.
• Manage front desk, greet visitors, and answer phone calls.
• Support NYC office operations, including purchasing and supplies.
• Prepare conference rooms for in-person meetings and set up technology.
• Plan and organize firm events in NYC and other domestic locations.
• Undertake special projects and other administrative tasks.

Skills

Calendar management

Expense management

Travel coordination

Interpersonal skills

Organization

Communication skills

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Airtable CRM

Job description

The Executive Assistant will provide sophisticated administrative support to senior firm leaders and play an important role in managing the firm’s new headquarters in New York City.

This position requires four in-office days (Monday through Thursday) with one remote day (Friday) each week.

Responsibilities

• Assist senior leaders with various administrative tasks including Outlook calendar management and expense submission
• Coordinate travel and meeting logistics for senior leaders
• Manage and maintain front desk including managing visitor requests, greeting all visitors, and answering phone calls
• Assist with all aspects of managing the firm’s NYC office, including purchasing and maintaining supplies for the office; preparing conference rooms for in-person meetings (e.g. technology set-up, food and beverage and clean-up); and managing outside vendor relationships
• Help plan and organize firm events, both in New York City and in other domestic locations
• Undertake special projects and other administrative tasks as necessary

Experience and Skills

• 3+ years of experience in an executive assistant or similar role supporting senior leaders; experience at a professional services firm considered a plus
• Experienced in managing senior level Outlook calendars and expense management processes
• Trustworthiness and ability to maintain confidentiality
• Proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word); experience with CRM systems (e.g., Airtable) considered a plus
• Excellent interpersonal, verbal and written communication skills
• Organizational aptitude and an ability to work with a sense of urgency and thoroughness while maintaining composure
• Ability to work independently and collaboratively
• Professional development and education opportunities available as you grow with our firm, including assistance with Certified Administrative Professional (CAP), Certified Executive Assistant (CEA) or similar certification