Executive Assistant to Managing Director

Coda Search│Staffing; Hoboken (NJ); On-site; USD 90,000 - 105,000; Full time

Job summary

A professional staffing agency is seeking an Executive Assistant to support a Managing Director. The role involves managing communications, complex calendars, and travel arrangements. Candidates must be proactive, detail-oriented, and maintain confidentiality. A focus on clear communication and the ability to adapt to a fast-paced environment is essential. The position is based in New York, with a salary range of $90,000 to $105,000 per year.

Qualifications

• Proven reliability and attention to detail.
• Ability to adapt communication style to match the leader's voice.
• Experience in handling urgent communications effectively.

Responsibilities

• Manage inbox and filter important communications.
• Oversee a complex calendar and resolve scheduling conflicts.
• Communicate on behalf of the leader with various stakeholders.
• Prepare for meetings by gathering necessary documents.
• Handle travel arrangements and expense reporting.

Skills

Reliability

Clear communication

Judgment to prioritize

Experience with senior executives

Discretion

Job description

Executive Assistant to Managing Director

The main focus of this position is ensuring the MD is focused on their highest priorities. You will be the primary filter for all incoming communications and the point person for everyone trying to reach them. My client needs someone who is proactive, doesn't need to be told what to do twice, and can handle a fast-paced environment without getting overwhelmed.

Core Responsibilities

• Inbox Management: You will be inside the leader's email daily—sorting what’s important, archiving the noise, drafting replies, and flagging things that need immediate attention.
• Calendar & Timekeeping: Managing a complex calendar that changes constantly. You’ll need to protect the leader’s time, resolve scheduling conflicts, and make sure they have "deep work" time.
• Communication: Acting as the primary gatekeeper for leadership. You’ll speak on their behalf to internal teams and external partners.
• Preparation: Making sure the leader is never walking into a meeting cold. You’ll gather briefings, bios, and documents ahead of time.
• Travel & Logistics: Handling all travel arrangements and expense reporting with high attention to detail.

Qualities

• Reliability: You are someone who catches the details that others miss.
• Communication Style: You write clearly and professionally. You can adapt your tone to match the leader’s voice when responding to emails.
• Judgment: You know how to tell the difference between an "urgent" email and a "distraction."
• Experience: You have supported senior-level executives before and understand the rhythm of that world.
• Discretion: You will be privy to sensitive information regarding my client and must maintain total confidentiality.

Location: New York, NY - Salary: $90,000.00-$105,000.00 (Posted 1 week ago)