Executive Assistant - VP Level

KellyMitchell Group; New York (NY); On-site; USD 39,000 - 55,000; Full time

Benefits offered by this job

Medical, Dental, & Vision Insurance

Employee-Owned Profit Sharing (ESOP)

401K offered

Job summary

KellyMitchell is seeking an Executive Assistant to support a senior Product & Technology executive in Midtown Manhattan onsite. The role focuses on calendars, travel, expenses, events, and high-touch administrative support.

You will represent the executive with warmth and professionalism, coordinating with leaders and assistants across the organization while handling sensitive information in a fast-paced environment.

Qualifications

• Prior executive assistant experience with 1 year minimum.
• Proven calendar, meetings, and events management.
• Experience arranging domestic and international travel across time zones.
• Excellent written and verbal communication and proofreading skills.
• High proficiency in Microsoft Office.
• Discretion and confidentiality when handling sensitive information.
• Ability to liaise with leaders and external partners.

Responsibilities

• Manage a high-volume executive calendar, scheduling and prioritizing meetings, calls, and video conferences across multiple time zones.
• Coordinate domestic and international travel, including itineraries, flight bookings, accommodations, and ground transportation.
• Prepare and submit expense reports, and follow up on emails to schedule meetings and coordinate action items.
• Arrange logistics for internal and external speaking engagements and events.
• Prepare meeting agendas, track action items, ensure follow-up, and assist with presentations and reports.
• Serve as the first point of contact for the executive and interface with leaders across the organization and their assistants.
• Take ownership of special projects and operational support for internal programs with discretion.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Microsoft Office

Discretion & confidentiality

Stakeholder management

Tools

Workday

Travel booking platforms

Job description

Job Summary

Our client, a leading media and entertainment company, is seeking an Executive Assistant to join their Product & Technology organization. The Executive Assistant will support a senior Product & Technology executive overseeing a portfolio of consumer digital products, serving as an extension of the executive in a dynamic, fast-paced environment. You will keep the executive's office running smoothly by managing calendars, travel, expenses, and events, and by representing the executive with warmth and professionalism to leaders and assistants across the organization.

Core Responsibilities

• Manage a high-volume executive calendar, scheduling and prioritizing meetings, calls, and video conferences across multiple time zones, often with last-minute changes
• Manage all aspects of domestic and international travel, including itineraries, flight bookings, accommodations, and ground transportation, and evaluate options for flexibility
• Prepare and submit expense reports, and follow up on emails to schedule meetings and coordinate action items
• Coordinate logistics for internal and external speaking engagements and events, including team events, holiday gatherings, and technology summits
• Prepare meeting agendas, track action items, ensure follow-up, and assist with presentations, reports, and other documents for key meetings
• Serve as the first point of contact for the executive, interfacing with leaders across the organization (including C-level executives) and their assistants, and arrange building access for team members
• Take ownership of special projects and operational support for internal programs, handling sensitive information with discretion and integrity

Required Skills/Experience (Must-Haves)

• Prior experience supporting senior leadership, with at least 1 year of executive assistant experience
• Proven track record managing complex calendars, meetings, and events for executives
• Experience managing domestic and international travel, including coordination across time zones
• Excellent written and verbal communication and proofreading skills
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Professionalism, discretion, and a commitment to confidentiality when handling sensitive information
• Ability to interact positively with stakeholders at all levels, from senior executives to external partners

Preferred Skills/Experience (Nice-to-Haves)

• Experience with Workday for expense reporting
• Experience with corporate travel booking platforms and managing travel within a financial model or policy
• Experience coordinating with other executive assistants in a large corporate environment
• Strong project management skills with experience managing cross-functional initiatives
• Experience coordinating events such as speaking engagements and networking sessions
• Experience supporting globally distributed teams

Key Competencies & Behaviors

• Excellent people skills
• Friendly, warm, engaging, and highly responsive
• Collaborative and positive with other assistants and colleagues, working as part of a smooth-running team
• Proactive, self-starting problem solver who anticipates the executive's needs and works autonomously
• Detail-oriented, with strong follow-up and a sense of urgency, especially when coordinating across time zones
• Adaptable and resourceful, with availability for occasional after-hours requests such as urgent travel changes

Work Environment

Location: Midtown Manhattan Onsite; core in-office days are Tuesday through Thursday, with additional days as the executive's schedule requires

Compensation & Benefits

Pay Range: The approximate pay range for this position is between $28.00 and $40.00 per hour. Please note that the pay range provided is a good faith estimate. Final compensation may vary based on factors including but not limited to background, knowledge, skills, and location. We comply with local wage minimums.

• Medical, Dental, & Vision Insurance Plans
• Employee-Owned Profit Sharing (ESOP)
• 401K offered

About KellyMitchell

At KellyMitchell, our culture is world class. We're movers and shakers! We don't mind a bit of friendly competition, and we reward hard work with unlimited potential for growth. This is an exciting opportunity to join a company known for innovative solutions and unsurpassed customer service. We're passionate about helping companies solve their biggest IT staffing & project solutions challenges. As an employee-owned, women-led organization serving Fortune 500 companies nationwide, we deliver expert service at a moment's notice.