Special 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 ( www.Rubenstein.com ) is a strategic communications firm, founded by Howard J. Rubenstein in 1954. We build and protect the reputations of more than 400 clients—leaders and innovators in every industry. From global investing to community transformation, technological breakthroughs to life‑saving research, human rights advocacy to arts innovation, we shape the stories that define our world and help our clients achieve their potential.

Wisdom. Integrity. Vision. Hustle. Know‑How. These are our values. If you share them, we want to hear from you.

THE POSITION

Rubenstein Communications is seeking a smart, driven, and detail‑oriented Special Assistant to support three members of the firm's senior leadership. 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. They will bring demonstrated capabilities in executive research and briefing preparation, written and verbal communication, and proficiency in Microsoft Office Suite.

ESSENTIAL RESPONSIBILITIES

• Lead research and preparation of executive briefings, synthesizing background information on individuals, organizations, and topics in advance of meetings and presentation; briefing types and formats vary across executives and contexts
• 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

KNOWLEDGE & SKILLS

• Strong organizational skills and attention to detail, with the ability to prioritize competing tasks and meet deadlines with efficiency
• Strong research skills, with the ability to gather, evaluate, and organize information from a variety of sources
• Excellent written and verbal communication skills, with the ability to synthesize complex information into clear, concise formats
• Ability to anticipate the needs of senior executives, exercise sound judgment, and take a proactive, solution‑oriented approach
• Ability to manage multiple tasks simultaneously under tight and shifting time pressures
• Creative, curious, and energetic approach to problem‑solving, with the resourcefulness to work through challenges independently
• News literacy and genuine curiosity about current events across industries; familiarity with local government and civic organizations a plus
• Poised and polished, with the ability to interact comfortably with senior executives, VIPs, and high‑level media contacts
• Social media savvy; familiarity with media‑related digital platforms a plus
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Zoom; familiarity with Canva or Photoshop a plus
• Prioritizes discretion and the utmost respect for confidentiality
• Team player and customer service‑oriented, with a commitment to improving processes and increasing efficiency for senior leadership

EDUCATION & WORK EXPERIENCE

• 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

WORKPLACE | COMPENSATION & BENEFITS

Workplace: We currently operate in a hybrid workplace model with designated on‑site and remote workdays. Our schedule is Monday and Friday from home, and Tuesday, Wednesday, and Thursday in the office. Staffers are required to be within commuting distance of our office on remote/flexible days.

Compensation: $45,000 - $60,000. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on several factors, including (but not limited to) the skills, qualifications, and experience of the applicant along with the requirements of the position, and business or organizational needs. The Company reserves the right to modify this pay range at any time. Employees are also eligible for a discretionary bonus not included in this pay range.

Benefits and Perks: We offer a competitive benefits package, including (but not limited to): a 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, facilities for a nursing parent, programming from our internal DEIA Council, professional development and education programs, entertainment discounts, team outings, and much more.

DISCLAIMER | EOE | COMPANY INFO

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the incumbent in this position. This job description is subject to change as the needs and requirements of the job change. Salary commensurate with experience. We offer a competitive benefits package. All job offers are contingent on the successful completion of a reference check. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor (or take over sponsorship of) an employment Visa at this time.

Rubenstein Communications is an equal opportunity employer and values diversity – EOE/AA/M/F/V/D/SO. We are committed to fostering a diverse environment in which all people are included, nurtured, and valued, and their unique perspectives support and amplify the work we do for our clients.

This is a full time position