Senior Executive Assistant

United States Digital Space LLC; New York (NY); On-site; USD 109,000 - 136,000; Full time

Job summary

United States Digital Space LLC in New York City is seeking an experienced Senior Executive Assistant to support senior leaders with calendar management, travel coordination, and key administrative tasks. You will help shape efficient operations in a fast-paced tech environment and liaise across teams to enable strategic initiatives.

The role requires a proactive, detail-oriented professional with outstanding communication, discretion and the ability to anticipate leadership needs, while

Qualifications

• Minimum of 7 years of experience as a high-level executive assistant in a corporate environment.
• Proactive, detail-oriented, and able to anticipate leadership needs.
• Strong professional presence with ability to interact with senior executives.

Responsibilities

• Manage and prioritize complex executive calendars and scheduling across time zones.
• Maintain confidentiality and handle sensitive information with discretion.
• Coordinate travel plans, itineraries and expenses for executives.
• Prepare and distribute meeting materials; ensure leaders are prepared and on schedule.
• Support cross-functional collaboration and partner with administrative staff as needed.

Skills

Executive support

Calendar management

Travel coordination

Clear communication

Problem solving

Tools

Microsoft Office Suite

Claude

Gemini

Job description

Who We Are

At the company, you’ll enjoy a welcoming and casual environment, great benefits, wellness program offerings, company retreats, and the ability to interact with and learn from leaders in the startup community. We work hard and care about our most prized asset - our people.

We’re helping businesses get off the ground by enabling them to focus on running their business. We solve HR issues. We’re data-driven and never stop iterating. If you’d like to work in a supportive, entrepreneurial environment, are interested in building something meaningful and having fun while doing it, we’d love to hear from you.

We're united by shared goals and shared motivations at the company. These are best summed up in our company values, which are reflected in our product and in our team.

Our Values

If this sounds like you, you’ll fit right in.

About the Team

The the company Technology team advances our mission by building products that extend levels of personal care and deep expertise that our customers have never experienced before. They craft innovative solutions that guide users through the most complicated challenges of running (and working for) a small business, with ease. They deeply understand complex regulatory spaces like FinTech, Healthcare, and HRTech, and have a keen intuition for how to connect threads across our customers’ needs and our business’ risk management and commercialization strategy. Our team is highly collaborative, crossing the disciplines of Product, Engineering, Design and Data, and fully obsessed with the small businesses that we serve.

Who You Are

Are you proactive, detail-oriented, and able to anticipate the needs of senior leadership before they arise? Do you possess a strong professional presence and the confidence to interact with high-level executives both internally and externally? As a Senior Executive Assistant, you will be a cornerstone of administrative support, balancing tact with efficiency, and maintaining a friendly and approachable demeanor across all levels of the organization. The Technology team needs someone who is excited to jump in as a key member of our community, and can fill in gaps, look out for opportunities and help us to design and run the best technology organization in New York.

Your Success ProfileWhat You Will Work On

• Manage and prioritize the complex scheduling needs of multiple senior executives, ensuring seamless coordination both internally and externally.
• Handle sensitive information and communications with the utmost confidentiality and professionalism.
• Facilitate the flow and execution of daily meetings and assist in the coordination of team and company-wide events.
• Oversee the preparation and distribution of meeting materials, and ensure that executives are well-prepared and on schedule.
• Help to run our divisional operating system - the routines, meetings and norms that keep our diverse, cross-disciplinary team aligned and on track
• Arrange detailed travel plans, itineraries, and agendas, adapting to dynamic priorities and schedules.
• Support and collaborate with other administrative staff, contributing to a cohesive team environment.
• Undertake ad hoc projects and tasks as required, demonstrating flexibility and a can-do attitude.
• Perform other related duties as assigned

How You Will Do Your Work

As an Executive Assistant, *how* results are achieved is paramount for your success and ultimately result in our success as an organization. In this role, your foundational knowledge, skills, abilities and personal attributes are anchored in the following competencies:

• Clear communication - the ability to articulate thoughts and express ideas effectively using oral, written, visual and non-verbal communication skills, as well as listening skills to gain understanding.
• Detail-oriented - exercises extreme attention to detail; is thorough, accurate, organized, and productive and seeks to understand both the cause and effect of a situation.
• Initiative and motivation- identifying what needs to be done and doing it before being asked or before the situation requires it.
• Balances stakeholders- understands internal and external stakeholder requirements, expectations, and needs and acts fairly despite conflicting demands of stakeholders.
• Good judgment- the exercise of critical thinking, analyzing and assessing problems and implications, identifying patterns, making connections of underlying issues, understanding risks and developing mitigation strategies, and taking ownership of the outcome.

In addition, all Justworkers focus on aligning their behaviors to our core values known as COGIS. It stands for:

• Camaraderie - Day to day you can be seen working together toward a higher purpose. You like to have fun. You’re an active listener, treat people respectfully, and have a strong desire to know and help others.
• Openness - Your default is to be open. You're willing to share information, understand other perspectives, and consider new possibilities. You’re curious, ask open questions, and are receptive to thoughts and feedback from others.
• Grit - You demonstrate grit by having the courage to commit and persevere. You’re committed earnest, and dive in to get the job done well with a positive attitude.
• Integrity - Simply put, do what you say and say what you'll do. You’re honest and forthright, have a strong moral compass, and strive to match your words with your actions while leading by example.
• Simplicity - Be like Einstein: “Everything should be made as simple as possible, but no simpler.”

Qualifications

• Minimum of 7 years of experience in a high-level executive assistant role within a corporate environment.
• Proficient in using office productivity tools such as Microsoft Office Suite, Claude, Gemini, etc.
• Excellent organizational, time management, and interpersonal skills.
• Proven track record of managing complex executive calendars and coordinating international travel.
• Willingness to do any task, no matter how small
• Proactive and self-directed

This role is based in our New York City headquarters. The base wage range for this position will be $109,000 - $136,000 annually.

#LI-SD1 #LI-Hybrid

Actual compensation is based on multiple factors that are unique to each candidate, including and not limited to skill set, level of relevant experience, and specific work location. Salary ranges for positions based in other locations may differ based on the cost of labor in that location.

For more information about the company’ Total Reward Philosophy, including all of the perks and benefits we are proud to offer our team members, please visit Total Rewards @ the company.