Executive Assistant to President and CEO

Beacon Hill Staffing Group, LLC; New York (NY); Hybrid; USD 60,000 - 100,000; Full time

Job summary

Beacon Hill Staffing Group, LLC is partnering with a leading trade association for banking executives in New York to recruit anExecutive Assistant to the President & CEO. This hybrid role requires diligent calendar management, proactive travel coordination, and professional interaction with senior leaders.

The ideal candidate holds a Bachelor's degree with 5+ years of direct C-suite support, demonstrates exceptional organization, and embraces technology to improve efficiency.

Qualifications

• Bachelor's degree required.
• 5+ years of progressively responsible executive support experience, including significant direct support of a C-suite executive or similarly senior leader.
• Strong judgment, discretion, and ability to handle confidential information.
• Excellent written and verbal communication skills (writing samples will be required).
• Exceptionally organized, with demonstrated ability to manage multiple priorities, deadlines, and follow-ups without losing attention to detail.
• Demonstrated reliability and follow-through; takes ownership, meets commitments, and communicates quickly and directly when circumstances change.
• Proactive working style; notices what needs to be done and moves appropriate work forward without waiting for detailed instructions.
• Professional, reliable, and calm under pressure.
• Confident and polished when interacting directly with CEOs, Board members, and other senior executives; understands that every interaction reflects on the CEO and NYBA.
• A collaborative and professional working style suited to a small, fast-moving team.
• Ability to accept feedback, learn an executive's working style and communication preferences, and quickly incorporate that feedback into future work.

Responsibilities

• Own the day-to-day management of the CEO's calendar, including internal and external meetings, scheduling logistics, and prioritization of competing requests; exercise sound judgment in anticipating preparation and travel needs, protecting appropriate focus time, and proactively resolving conflicts.
• Support the day-to-day operations of the Executive Office, ensuring priorities, materials, and logistics are aligned and executed efficiently.
• Proactively monitor the CEO's calendar, commitments, correspondence, and follow-up obligations; identify outstanding needs, conflicts, or deadlines before they require CEO intervention.
• Prepare meeting materials, briefing documents, and background information; track follow-ups and ensure timely completion of key action items.
• Take ownership of assigned responsibilities from initiation through completion, including appropriate follow-up with internal and external stakeholders without requiring repeated direction.
• Coordinate Board of Directors and committee meetings, including scheduling, logistics, materials and timelines; ensure all materials, names, titles, dates, meeting links, and other details are accurate and complete.
• Maintain visibility into key initiatives, commitments and deadlines to support effective time management and decision-making.
• Arrange CEO travel and provide on-site support for NYBA events, including 3-4 annual offsite conferences (overnight travel required).
• Communicate professionally and confidently with member bank CEOs, Board members, senior executives, public officials, partners, and other stakeholders on behalf of the Executive Office.
• Draft routine correspondence and follow-up communications for CEO review, with the expectation of increasingly independent execution as familiarity with the CEO's voice and preferences develops.
• Maintain accurate and organized executive and member data across internal systems (iMIS, OnBoard, SharePoint).
• Support CEO-led initiatives and special projects, including internal coordination and external outreach efforts.
• Manage CEO expense tracking, reporting, and monthly reconciliation.
• Serve as the initial point of contact for NYBA Headquarters rental inquiries, coordinating internally to support execution.
• Develop and maintain effective systems for tracking open items, commitments, deadlines, and follow-ups so that important information does not rely solely on the CEO's memory.
• Identify opportunities to streamline routine administrative processes through technology, automation, and thoughtful use of AI tools where appropriate.
• Other duties as assigned.

Skills

Calendar management

Executive support

Discretion

Written & verbal communication

Organizational skills

Professionalism under pressure

Interpersonal skills

Education

Bachelor's degree

Tools

Microsoft Office Suite

Zoom

OnBoard

iMIS

Constant Contact

Broadcast

AI productivity tools

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

Our client, a leading trade association for banking executives, is seeking a Temporary to Permanent Executive Assistant to the President & CEO.

This is a hybrid role with in-office days being Monday, Tuesday, Thursday, and remote days being Wednesday and Friday.

For in office days, the hours are 10am-5pm and for remote days, the hours are 9am-5pm.

This is a great opportunity for a strong executive assistant to become a trustworthy and crucial part of the team.Responsibilities Own the day-to-day management of the CEO's calendar, including internal and external meetings, scheduling logistics, and prioritization of competing requests; exercise sound judgment in anticipating preparation and travel needs, protecting appropriate focus time, and proactively resolving conflicts.Support the day-to-day operations of the Executive Office, ensuring priorities, materials, and logistics are aligned and executed efficiently.Proactively monitor the CEO's calendar, commitments, correspondence, and follow-up obligations; identify outstanding needs, conflicts, or deadlines before they require CEO intervention.Prepare meeting materials, briefing documents, and background information; track follow-ups and ensure timely completion of key action items.Take ownership of assigned responsibilities from initiation through completion, including appropriate follow-up with internal and external stakeholders without requiring repeated direction.Coordinate Board of Directors and committee meetings, including scheduling, logistics, materials and timelines; ensure all materials, names, titles, dates, meeting links, and other details are accurate and complete.Maintain visibility into key initiatives, commitments and deadlines to support effective time management and decision-making.Arrange CEO travel and provide on-site support for NYBA events, including 3-4 annual offsite conferences (overnight travel required).Communicate professionally and confidently with member bank CEOs, Board members, senior executives, public officials, partners, and other stakeholders on behalf of the Executive Office.Draft routine correspondence and follow-up communications for CEO review, with the expectation of increasingly independent execution as familiarity with the CEO's voice and preferences develops.Maintain accurate and organized executive and member data across internal systems (iMIS, OnBoard, SharePoint).Support CEO-led initiatives and special projects, including internal coordination and external outreach efforts.Manage CEO expense tracking, reporting, and monthly reconciliation.Serve as the initial point of contact for NYBA Headquarters rental inquiries, coordinating internally to support execution.Develop and maintain effective systems for tracking open items, commitments, deadlines, and follow-ups so that important information does not rely solely on the CEO's memory.Identify opportunities to streamline routine administrative processes through technology, automation, and thoughtful use of AI tools where appropriate.Other duties as assigned.

Qualifications: Bachelor's degree required.5+ years of progressively responsible executive support experience, including significant direct support of a C-suite executive or similarly senior leader.Strong judgment, discretion, and ability to handle confidential information.Excellent written and verbal communication skills (writing samples will be required).Exceptionally organized, with demonstrated ability to manage multiple priorities, deadlines, and follow-ups without losing attention to detail.Exceptional attention to detail and a demonstrated habit of independently quality-checking work, including names, titles, dates, meeting logistics, correspondence, attachments, and commitments.Demonstrated reliability and follow-through; takes ownership, meets commitments, and communicates quickly and directly when circumstances change.Proactive working style; notices what needs to be done and moves appropriate work forward without waiting for detailed instructions.Professional, reliable, and calm under pressure.Confident and polished when interacting directly with CEOs, Board members, and other senior executives; understands that every interaction reflects on the CEO and NYBA.A collaborative and professional working style suited to a small, fast-moving team.Ability to accept feedback, learn an executive's working style and communication preferences, and quickly incorporate that feedback into future work.Proficiency in Microsoft Office Suite, Zoom and virtual meeting platforms, and experience with or ability to quickly learn various organizational platforms, including OnBoard, iMIS, Constant Contact, and Broadcast.Comfort with emerging productivity tools, including AI, and an interest in using technology thoughtfully to improve efficiency and reduce administrative burden.Preferred Background:Experience in banking, financial services, government, trade associations, or nonprofit leadership.Familiarity working with boards of directors or executive-level stakeholders.Small office/team experience is a plus.Experience supporting an executive whose role involves a high volume of external relationships, travel, events, and rapidly shifting priorities is strongly preferred.

Compensation:Up to 100k DOE + Benefits once permanentBeacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com . Benefits Information:Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.Beacon Hill. Employing the Future (TM)