Executive Assistant (New York, NY)

This is an exciting opportunity to join a highly regarded architecture and design firm, working closely with the CEO while gaining exposure to all areas of the business. The Executive Assistant plays a critical role in supporting senior leadership and ensuring the smooth day-to-day operation of the organization through high-level administrative support, project coordination, and executive communications. The role also collaborates with teams across multiple departments and offices, offering valuable opportunities for professional growth and long-term career advancement.

Key Responsibilities:

Act as the primary point of contact for the CEO, delivering a polished and professional experience for clients, consultants, and colleagues both in person and remotely.

Manage a complex and ever-changing executive calendar, coordinating meetings, travel schedules, interviews, performance reviews, and firmwide initiatives.

Organize and prepare for executive, client, and project meetings, including scheduling, presentation preparation, document management, meeting logistics, and hospitality arrangements.

Coordinate domestic and international travel, including flights, accommodations, dining reservations, itineraries, and expense reporting.

Prepare, format, and distribute proposals, business correspondence, presentations, and other executive communications.

Track and maintain professional licensing and continuing education requirements, ensuring all credentials remain current and compliant.

Partner with internal and external marketing teams on outreach initiatives, communications, and special projects.

Assist with project-related administration, including billing correspondence, project documentation, and coordination with project teams.

Manage executive timesheets, contact databases, and ongoing administrative processes.

Support the planning and execution of office events, networking functions, and hospitality-related activities.

Provide broad administrative support across departments and serve as a key resource to the wider team, particularly during periods of executive travel.

Handle special projects and additional responsibilities as needed.

Qualifications:

Bachelor's degree or equivalent professional experience.

Minimum of 5 years of executive assistant, administrative, or related experience supporting senior leadership.

Desired Skills:

Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously.

Strong written and verbal communication skills with a high level of professionalism and discretion.

Proven ability to maintain confidentiality and handle sensitive information.

Resourceful, proactive, and solution-oriented with excellent judgment and problem-solving abilities.

Comfortable interacting with stakeholders at all levels of an organization.

Ability to work independently while thriving in a collaborative team environment.

Experience coordinating complex schedules, logistics, and executive priorities.

Knowledge of New York City's hospitality, dining, and events landscape is a plus.

Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel; Adobe experience is preferred.

Reliable and committed to working in-office five days per week.