Executive Assistant to Facilities & Security Leaders

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

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.