Executive Assistant - President

FILA; New York (NY); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant to support its Executive Leadership Team. This in-office role requires exceptional organizational and communication skills to manage complex schedules, coordinate travel, and prepare high-quality documents. The ideal candidate will thrive in a dynamic environment, demonstrating discretion and professionalism while interacting with high-profile executives. Join a forward-thinking company where your contributions will directly impact the success of the leadership team and help drive the organization's vision forward.

Qualifications

• 5-7 years of experience supporting VP level or above executives.
• Bachelor’s degree preferred or equivalent experience.

Responsibilities

• Manage complex schedules and travel arrangements for ELT members.
• Prepare and edit documents, presentations, and reports accurately.

Skills

Organizational Skills

Time Management

Written Communication

Verbal Communication

MS Office Suite

Problem-Solving

Interpersonal Skills

Attention to Detail

Education

Bachelor's Degree

5-7 years of Executive Assistant Experience

Tools

MS Office Suite

Google Suite

Job description

Overview

Reporting to the Sr. Executive Assistant to the President, the Executive Assistant will provide primary support to the SVP level members of the Executive Leadership Team (ELT) and work closely with their respective leadership teams. This role is a change agent who will execute administrative tasks and projects aligned with the vision and success of the ELT and the President’s office.

In-office position, a minimum of four days a week, with the requirement to be in the office when an ELT member is present.

Responsibilities

1. Coordinate and manage complex schedules, including appointments, meetings, and travel arrangements for the ELT.
2. Serve as the primary point of contact for internal and external stakeholders, filtering and prioritizing communications, and ensuring timely responses.
3. Collaborate closely with the Sr. Executive Assistant to the President to ensure effective management of the President’s office, sharing information and planning effectively.
4. Prepare, review, and edit documents, presentations, and reports with high accuracy and attention to detail.
5. Schedule, prepare materials for, and support meetings, conferences, and events.
6. Arrange domestic and international travel, accommodations, visa paperwork, and itineraries, optimizing cost and efficiency.
7. Track, reconcile, and submit expense reports in compliance with company policies.
8. Handle confidential information discreetly and adapt to various demands.
9. Perform all assigned responsibilities and projects to support ELT members' needs.

Qualifications

Knowledge and Skills

• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills, including strong editing and proofreading abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite.
• Ability to work independently, set goals, develop action plans, and monitor progress.
• Maintain high confidentiality and discretion with sensitive information.
• Results-oriented with strong attention to detail and ability to meet deadlines.
• Highly detail-oriented with the ability to connect multiple touchpoints and operate in the best interest of the ELT.
• Proactive problem-solving skills, anticipating needs and providing solutions.
• Excellent interpersonal skills and professional interaction at all levels.
• Strong professional presence and organizational representation skills.
• Flexibility and adaptability to changing priorities.

Qualifications

• Bachelor’s degree preferred or equivalent experience.
• 5-7 years of executive assistant experience supporting VP level or above.
• Recent 2-3 years supporting senior executives with dynamic calendars.
• Experience coordinating meeting logistics and AV support.
• Experience arranging international travel with multiple destinations.
• Basic knowledge of city-to-city travel requirements, including visas.
• Willingness to travel domestically for off-site events.
• Strong planning skills for various events and meetings.
• Knowledge of the retail industry and active connections preferred.
• Availability for off-hours support during business travel.
• Professionalism when interacting with high-profile internal and external executives.
• Excellent organization, communication, and time management skills.

In-office position, minimum four days a week, with presence required when ELT members are in the office.