Senior Specialist, Executive Assistant

Jobtailor; New York (NY); On-site; USD 80,000 - 110,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to provide high-level administrative support to a senior executive. The role includes managing communications, scheduling, travel, and confidential information with discretion.

You will coordinate meetings, prepare reports, and assist with budgets and special projects across multiple teams. The ideal candidate has strong writing, research, and collaboration skills and a proven ability to handle sensitive information.

Qualifications

• Experience supporting executives or senior leaders in an administrative capacity.
• Strong collaboration and communication skills.
• Ability to manage highly sensitive information with confidentiality.
• Proficiency with Microsoft Office and business software.

Responsibilities

• Independently complete advanced administrative activities supporting an Executive Committee member or senior executive.
• Manage daily communications with the executive's direct reports and senior leadership.
• Schedule meetings, travel arrangements, and maintain the executive's calendar.
• Screen calls and visitors and resolve inquiries.
• Coordinate seminars, workshops, and conferences, including materials, logistics, and liaison activities.
• Manage high-volume, diversified projects involving multiple teams.
• Prepare reports and correspondence from research.

Skills

Advanced Administrative Activities

Executive Communication Management

Project Coordination

Research and Data Analysis

Data entry and reporting

Education

High school diploma or equivalent

Bachelor's degree considered in lieu of experience

AA degree or relevant business certifications preferred

Tools

Microsoft Office Suite

Business Software

Job description

• Independently complete advanced administrative activities supporting an Executive Committee member or senior executive
• Manage daily communications with the executive's direct reports and senior leadership
• Schedule meetings, travel arrangements, and maintain the executive's calendar
• Screen calls and visitors and resolve inquiries
• Anticipate, triage, prioritize, troubleshoot, and elevate complex issues
• Coordinate seminars, workshops, and conferences, including materials, logistics, and liaison activities
• Manage high-volume, diversified, longer-term projects involving multiple teams
• Conduct research and compile, analyze, and summarize information for reports and correspondence
• Liaise with senior management on behalf of the executive to gather and confirm information
• Manage complex and sensitive situations and information flow to and from the executive
• Develop or review correspondence, memoranda, and reports for accuracy and executive tone
• Facilitate budget development and prepare budget presentations
• Complete billing and expense activities and resolve related issues
• Support the executive without direct reports and ensure accurate completion of administrative work

Requirements

• High school/secondary school or equivalent combination of education and experience required
• 7+ years of total work experience preferred
• Bachelor's degree may be considered in lieu of some experience
• Applicable vocational training preferred, including relevant business software courses, basic business writing, or similar
• AA degree or relevant business certifications preferred
• Effective collaboration and communication skills
• Tact, diplomacy, and confidentiality
• Broad and comprehensive experience, skill, and knowledge of organizational policies and procedures
• Ability to manage highly sensitive and confidential information
• Ability to interact appropriately with internal and external leaders
• Ability to use Microsoft Office Suite and relevant business software
• Ability to conduct research, analyze complex data, and prepare reports and correspondence

Core Competencies

Demonstrates advanced administrative capabilities, including managing executive communications, scheduling, and project coordination. Proficient in handling sensitive information and conducting research to support executive decision-making.

Highest-signal resume keywords

• Advanced Administrative Activities
• Executive Communication Management
• Project Coordination
• Research and Data Analysis
• Microsoft Office Suite

ATS Optimization Keywords

Hard Skills

• Project Management
• Budget Development
• Report Preparation
• Data Analysis
• Business Writing

Soft Skills

• Effective Collaboration
• Communication Skills
• Tact and Diplomacy
• Confidentiality Management

Certifications & Qualifications

• Relevant Business Certifications
• Vocational Training

Industry Keywords

• Organizational Policies
• Executive Support
• Meeting Coordination
• Logistics Management

Tools & Technologies

• Microsoft Office Suite
• Business Software