Executive Assistant

 

New York, NY

 

The ideal candidate will assist with high-level administrative support for the studio’s CEO, specifically scheduling, correspondence, and other administrative duties. This position demands great organizational skills, discretion, and the ability to handle confidential material with integrity. The Executive Assistant will act as the main contact between the executive, internal teams, clients, and external stakeholders.

 

Essential Duties & Responsibilities:

  • Serve as the liaison between the executive, clients, staff, and external partners.
  • Write, review, and send accurate communications on behalf of the CEO when required
  • Schedule appointments, update calendars, and provide daily briefings
  • Organize and prepare for meetings, including attending to logistics and documents that will be needed.
  • Write and distribute meeting minutes as necessary.
  • Coordinate travel arrangements, prepare detailed itineraries, organize, and submit/claim expenses.
  • Screen all incoming phone calls, enquiries, visitors, correspondence, and route accordingly.
  • Sort, rank, and occasionally reply to emails on the CEO's behalf if required
  • Maintain confidentiality of sensitive information both internally and externally
  • Manage complex office administrative work requiring the use of independent judgment and initiative.
  • Provide support to other administrative team members in the studio when necessary
  • Maintain databases and accurate records of information.

 

Skills & Qualifications:

  • Bachelor’s degree in administration or equivalent
  • 5+ years of experience working as an Assistant to a C suite executive or in administrative support functions.
  • Experience working at an Architectural firm will be an added advantage
  • Possess high level organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
  • Good time management and flexibility in working hours.
  • Proactive with a high sense of responsibility and adaptability to evolving business needs that impacts daily tasks for the executive
  • Ability to interact with people from all levels of the firm and external stakeholders in a polite and professional manner.
  • Excellent verbal and written communications skills
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms

 

Benefits

  • Salary Range: $55,000 - $70,000
  • Paid time off including personal/vacation, sick leave, and company holidays
  • 90% employer-paid medical, dental, and vision coverage
  • 401(k) plan with company matching
  • Generous parental leave
  • Staff mentorship groups and officewide knowledge sharing workshops
  • Hybrid in-person/remote work policy

Full benefits package shared upon hire