Sr. Executive Assistant – C Suite

Job Summary: 

We are seeking an experienced and strategic Executive Assistant to support the two C- Level executives in managing both day-to-day operations and long-term initiatives. The EA will act as a trusted advisor and right-hand to the executives, ensuring smooth execution of critical business priorities while optimizing their time through expert schedule management. This role requires a combination of strong business acumen, project management skills, and the ability to manage multiple tasks while maintaining confidentiality. 

 As Executive Assistant, you will be responsible for coordinating the Chief’s schedules and ensuring time is spent on the most impactful activities. In addition to managing calendars, you will drive key projects, facilitate cross-functional collaboration, and serve as a liaison between the CEO, CFO, and various internal and external stakeholders.

This is a hybrid role in the NYC office, serving as the primary backup to the CEO/CFO Executive Assistant, while providing high-level support to assigned C-level executives and ensuring continuity of executive support and seamless operations during both planned and unplanned absences. 

Education, Experience, and Skills 

• Experience: 5+ years of experience in an Executive Assistant role supporting a C-level executive, preferably in a high-growth environment. 
• Education: Bachelor’s degree in Business, Management, or a related field; MBA or advanced degree preferred. 
• Exceptional organizational and time management skills with proven ability to manage a complex and demanding schedule. 
• Strong interpersonal skills and ability to build relationships with internal and external stakeholders. 
• Outstanding written and verbal communication skills. 
• Ability to handle confidential information with integrity and discretion. 
• Strategic thinker with strong analytical and problem-solving skills. 
• Proven project management experience with the ability to handle multiple priorities at once. 
• Proficiency in Microsoft Office Suite and project management tools.  

Physical Demands 

• Ability to stand, walk, and sit for extended periods. 

Work Environment  

• This role is hybrid with 3 days per week in the NYC office. 
• Combination of remote work (e.g., virtual meetings, phone calls, email communication 
• Extended periods of stationary computer work. 
• The noise level in the work environment is usually [low/moderate/loud]. 
• This role may require occasional travel, with potential exposure to outdoor weather conditions. 
• Travel may be required up to 20% of the time, depending on the needs of the executive. 
• Periodic attendance at industry conferences, medical seminars, and company training sessions. 

 Schedule & Calendar Management: 

• Own and optimize the two C level executive schedules, prioritizing meetings and events to align with business objectives. 
• Manage complex calendars, including coordinating internal and external meetings with key stakeholders and executives. 
• Proactively identify scheduling conflicts and prioritize meetings based on urgency, importance, and alignment with company priorities. 
• Ensure all assigned C-Level  executives are well-prepared for meetings by providing relevant materials and background information in advance. 
• Anticipate and resolve calendar challenges, making adjustments as priorities shift. 
• Book/schedule travel with a dynamic schedule and many moving parts across planes, trains and locations; often in conjunction with other executive schedules. 

Project Leadership: 

• Lead special projects on behalf of the assigned C Level executives, ensuring deadlines are met and deliverables are aligned with company goals. 
• Coordinate cross-functional initiatives, ensuring effective collaboration and alignment across teams. 

Stakeholder Management: 

• Act as a liaison between the  C- Level  executives and internal teams, and external partners. 
• Manage relationships with key stakeholders, ensuring smooth communication and handling of sensitive matters. 
• Ensure confidentiality and discretion when handling sensitive information. 

Meeting Preparation & Follow-up: 

• Prepare briefing documents, agendas, and presentations for the assigned C – Level executives meetings. 
• Ensure follow-up on action items from meetings, tracking progress and providing updates to the each of the assigned C- Level executives.