Executive Research & Briefing Assistant

Rubenstein; New York (NY); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

401K plan with 4% company match

Commuter benefits

Medical/dental/vision insurance

HSA with company funding

Life insurance

Long-term disability insurance

Employee assistance programs

Referral bonuses

DEIA Council programming

Professional development and education

Job summary

Rubenstein Communications is seeking a smart, driven Special Assistant to support three senior leaders. This is not a traditional administrative role — it is a research‑focused position requiring intellectual curiosity, strong organizational skills, and the ability to manage multiple projects in a fast‑paced environment.

The ideal candidate is a recent graduate or early‑career professional with strong academic credentials, sound judgment, and a proactive, can‑do approach to their work.

Qualifications

• College degree preferred.
• Prior internship or work experience in a professional setting is required.
• Experience in a public relations, communications, or media environment is a plus.

Responsibilities

• Lead research and preparation of executive briefings, synthesizing background information on individuals, organizations, and topics in advance of meetings and presentations.
• Support senior executives with project coordination, tracking deliverables and following up on outstanding items as needed.
• Assist with scheduling meetings and coordinating logistics for internal and external appointments.
• Coordinate event setup and preparation for internal meetings and firm events.
• Partner with facilities team to support office needs on behalf of senior executives.
• Manage the commissions process, including receiving and tracking submissions, scheduling committee meetings, coordinating approvals, and maintaining trackers.
• Support the client donations process, coordinating executive approvals, client outreach, and communication with the accounting team.
• Compile and submit departmental weekly reports to senior management; coordinate with assistants across groups to collect submissions, manage the reporting schedule, and ensure timely delivery.
• Track executives' expenses; submit and reconcile expense reports.
• Greet and escort guests to conference rooms, ensuring proper setup in advance.
• Assist with document preparation, copying, printing, and other administrative tasks as directed.
• Develop a deep understanding of Rubenstein Communications' business, clients, and procedures.

Skills

Strong organizational skills

Strong research skills

Excellent written and verbal skills

Proficiency in Microsoft Office Suite

Zoom proficiency

Canva or Photoshop familiarity

Discretion and confidentiality

Team player

Education

College degree preferred

Internship or work experience required

Experience in PR/communications or media environment a plus

Tools

Microsoft Office Suite

Zoom

Canva

Photoshop

Job description

Rubenstein Communications is seeking a smart, driven Special Assistant to support three senior leaders. This is not a traditional administrative role — it is a research‑focused position requiring intellectual curiosity, strong organizational skills, and the ability to manage multiple projects in a fast‑paced environment.

The ideal candidate is a recent graduate or early‑career professional with strong academic credentials, sound judgment, and a proactive, can‑do approach to their work.