Strategic Executive Assistant to C-Suite | NYC Office

Maesa; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Wellness programs

Life and disability insurance

Retirement savings plans

Paid time off

Hybrid office setup

Paid leave options

Job summary

Maesa is seeking a highly organized Executive Assistant to join our New York City team. You will support C-Suite executives, manage multiple calendars, coordinate domestic and international travel, and process expense reports using Concur.

The role requires in-office work five days a week in NYC, with strong communication, attention to detail, and the ability to handle confidential information in a fast-paced environment.

Qualifications

• Minimum 2 years of experience as an Executive Assistant.
• Proven experience managing multiple calendars and coordinating complex schedules.
• Proficient in using Concur for travel and expense management.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Detail-oriented and accurate.
• Ability to maintain confidentiality.
• High school diploma or equivalent; associate's or bachelor's degree preferred.

Responsibilities

• Manage and maintain complex calendars for multiple executives, scheduling appointments, meetings, and travel arrangements.
• Coordinate and prioritize meeting requests, resolving scheduling conflicts effectively.
• Prepare and distribute meeting agendas and materials.
• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Process and reconcile expense reports using Concur, ensuring accuracy and adherence to company policies.
• Maintain accurate records of travel and expense documentation.
• Provide general administrative support, including answering phones, managing correspondence, and handling incoming and outgoing mail.
• Provide backup reception coverage as needed, including greeting and assisting visitors, answering and directing incoming calls, and supporting front-desk operations during coverage periods.
• Prepare and edit documents, presentations, and reports.
• Maintain organized filing systems, both electronic and physical.
• Coordinate and organize office events and meetings.
• Order and maintain office supplies.
• Assist with special projects as needed.

Skills

Calendar management

Travel coordination

Communication skills

Time management

Confidentiality

Independent work

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Concur

Microsoft Office

Microsoft Outlook

Job description

Maesa is seeking a highly organized Executive Assistant to join our New York City team. You will support C-Suite executives, manage multiple calendars, coordinate domestic and international travel, and process expense reports using Concur.

The role requires in-office work five days a week in NYC, with strong communication, attention to detail, and the ability to handle confidential information in a fast-paced environment.