Executive Assistant to the CEO & CMO

New York City Tourism + Conventions; New York (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

A leading organization in New York City is seeking an Executive Assistant to provide confidential support to its CEO and CMO. In this dynamic role, you will manage daily operations, streamline strategic initiatives, and oversee administrative tasks, enabling top executives to focus on organizational goals. The ideal candidate will have experience supporting C-level executives, a strong educational background, and exceptional organizational skills.

Qualifications

• 3-5 years experience supporting C-suite executives preferred.
• Experience with high-level stakeholders is a plus.

Responsibilities

• Manage complex calendars and schedule appointments.
• Function as primary contact for stakeholders.
• Prepare documents and presentations for meetings.

Skills

Organizational skills

Written and verbal communication

Discretion and confidentiality

Problem-solving

Interpersonal skills

Education

Associate's degree or higher in Business Administration

Tools

Microsoft Office Suite

Project management tools

Job description

About NYC Tourism + Conventions

New York City Tourism + Conventions is the official marketing, tourism and partnership organization for the City of New York, dedicated to maximizing travel and tourism opportunities throughout the five boroughs, building economic prosperity and spreading the positive image of New York City worldwide. NYCtourism.com is the official website of New York City reaching visitors when in their trip-planning stages and making sure they experience all that the City should offer during their trips. NYCtourism.com is also the home of key marketing programs including NYC Restaurant Week, Broadway Week and more.

Position Overview:

The Executive Assistant provides comprehensive, confidential support to the esteemed Chief Executive Officer (CEO) and Chief Marketing Officer (CMO) of New York City Tourism + Conventions, ensuring the seamless management of daily operations and strategic initiatives. This dynamic role includes a wide range of responsibilities, such as complex calendar coordination, meeting preparation, administrative oversight, communication management, board relations, and support for special projects. By efficiently managing critical tasks and streamlining operational details, the Executive Assistant enables the CEO and CMO to concentrate on driving the organization’s strategic goals and priorities.

Key Responsibilities:

Executive Support & Administrative Management

• Manage complex calendars, scheduling appointments, meetings, and travel while anticipating conflicts and prioritizing key engagements.
• Function as a primary point of contact for internal and external stakeholders, ensuring streamlined communication.
• Prepare and organize documents, presentations, and reports for executive meetings.
• Handle confidential information with discretion and professionalism.

Meeting Coordination & Follow-Up

• Plan, schedule, and facilitate executive meetings, including agenda preparation, talking points preparation, material distribution, and logistical support.
• Take detailed meeting notes, track action items, and follow up to ensure completion.
• Support Board of Directors meetings, including document preparation and logistical coordination.

Communication & Correspondence Management

• Screen and prioritize emails, calls, and requests, ensuring timely responses.
• Draft and edit internal and external communications on behalf of the CEO and CMO.
• Coordinate cross-functional communication to align organizational priorities.

Project & Event Support

• Assist with special projects, research, and initiatives that align with the organization’s strategic goals.
• Support executive-led marketing and tourism initiatives, ensuring smooth execution as needed.
• Coordinate C-suite events in conjunction with the Events Team, travel coordination, and high-profile engagements as needed.

Operational Excellence

• Identify opportunities to improve workflows, increasing efficiency across executive operations.
• Maintain accurate records, databases, and project tracking systems to support leadership decision-making.
• Provide general administrative support, including the completion of expense reports and vendor or visitor coordination.

Qualifications & Requirements

• Associate’s degree or higher in Business Administration, Communications, or a related field (or equivalent experience).
• 3-5 years of experience supporting C-suite executives, preferably in tourism, hospitality, destination marketing organizations (DMOs), or associations with greater than 150 employees.
• Experience working with Board members and high-level stakeholders is a plus.
• Experience with AI applications, analytics platforms, and data management systems is a plus.

Skills & Competencies

• Exceptional organizational skills with the ability to multitask and prioritize competing deadlines.
• Strong written and verbal communication, capable of drafting professional correspondence and presentations.
• Discretion and confidentiality, managing sensitive information with integrity.
• Proficiency in Microsoft Office Suite, virtual meeting platforms, and project management tools.
• Problem-solving and adaptability, able to anticipate needs and proactively resolve issues.
• Interpersonal skills, fostering strong relationships with internal teams and external partners.
• Knowledge of New York City’s boroughs, tourism industry, and cultural landscape is a plus.

APPLY WITH:

• Resume
• Cover Letter (optional)

Applicants must be authorized to work in the U.S. We do not provide visa sponsorship currently.

Commitment to Diversity, Equality and Inclusion

NYC Tourism + Conventions is committed to fostering a diverse and inclusive workplace. We prohibit discrimination and harassment based on race, color, nationality, gender, gender identity, sexual orientation, religion, disability, or age. We strongly encourage women, people of color, LGBTQIA+ individuals, veterans, and people with disabilities to apply.

If you require reasonable accommodations during the application process due to a disability, please contact [e-mail].

If you are a highly organized, proactive professional with a passion for NYC and executive-level operations, we’d love to hear from you!

EOE