Executive Assistant to Support the CEO

Zohorecruit; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Zohorecruit is seeking a highly organized Executive Assistant to support the CEO in a fast-paced environment. The role requires exceptional multitasking, sharp attention to detail, and the ability to handle deadlines with discretion.

You will manage calendars, plan events, manage documents, and act as the first point of contact for visitors. This role emphasizes confidentiality and polished communication in a dynamic office setting.

Qualifications

• Minimum 4 years as an executive/personal assistant.
• Strong office management and organizational skills.
• Proficient calendar management for CEO scheduling.
• Excellent proofreading and written communication.
• Experience planning events with attention to detail.
• Proactive, deadline-oriented approach.
• Ability to maintain confidentiality.
• High level of data entry accuracy.
• Proficient with MS Office and Google Docs/Sheets.
• Front desk experience is a plus.

Responsibilities

• Manage CEO's calendar and scheduling; coordinate meeting logistics.
• Assist with event planning and logistics for internal and external events.
• Provide general administrative support and file management.
• Proofread documents to ensure accuracy and professionalism.
• Serve as first point of contact for visitors and clients.
• Maintain confidentiality with sensitive information.
• Prepare reports and presentations for executive decision-making.
• Ensure CEO is prepared for all appointments and meetings.
• Organize and track deliverables and projects.
• Support staff professionalism and collaboration.

Skills

Calendar management

Office organization

Proofreading

Event planning

Executive support

Confidentiality

Data entry accuracy

Communication skills

Front desk experience

Proactive thinking

Tools

Microsoft Office

Google Workspace

Job description

New York, United States

We are seeking a highly organized and proactive Executive Assistant to support our CEO in a dynamic and fast-paced environment. The ideal candidate will possess exceptional multitasking abilities and a keen attention to detail, sharp, talented, energetic, organized, detail-oriented person who thrives in high-pressure and high-energy situations and demonstrates the ability to handle deadlines and details well. This role is pivotal in ensuring the smooth operation of the executive office, allowing the CEO to focus on strategic initiatives.

Responsibilities

• Manage CEO's business and personal calendars and scheduling with expertise; plan/coordinate variety of meetings and events
  
• Assist with event planning, coordinating logistics for internal and external events.
  
• Provide administrative support including data entry, file management, and office organization.
  
• Proofread documents and communications to ensure accuracy and professionalism.
  
• Serve as the first point of contact for visitors and clients, demonstrating excellent customer service skills.
  
• Maintain confidentiality while handling sensitive information and correspondence.
  
• Prepare reports and presentations as needed to support executive decision-making.
  
• Ensure CEO is prepared for all appointments/meetings
  
• Organize and track CEO's deliverables/next steps and ongoing projects
  
• Develop and sustain a level of professionalism among staff, executives and clients
  
• Handle all personal assistant duties such as shopping, gifts, children's needs etc.
  
• Assist me in the office with task
  
• Updates job knowledge by participating in educational opportunities and reading professional publications.
  
• Serves and protects the practice by adhering to professional standards; facility policies and procedures; and federal, state, and local requirements.
  
• Enhances practice reputation by accepting ownership for accomplishing new and different requests, and exploring opportunities to add value to job accomplishments.
  
• Other duties as assigned
  

Requirements

Skills

• Minimum of 4 years experience as an executive/personal assistant
  
• Strong office management skills with a focus on organization and efficiency.
  
• Proficiency in calendar management to optimize scheduling for the CEO.
  
• Excellent proofreading abilities to ensure high-quality written communication.
  
• Experience in event planning with a knack for detail-oriented execution.
  
• Strong project management/organizational skills and deadline oriented
  
• Ability to think proactively and anticipate needs
  
• Capable of thriving in a fast-paced environment
  
• Strong verbal and written communication skills
  
• Ability to handle high levels of confidentiality
  
• Competent in data entry tasks with a high degree of accuracy.
  
• Computer literacy across various software applications relevant to office tasks, including word processing and spreadsheet tools.
  
• Front desk experience is a plus, enhancing the ability to manage visitor interactions effectively.