Executive Assistant, Digital Media

Executive Assistant, Digital Media

We are seeking an Executive Assistant to support the SVP, Digital Media and other executives on the team as needed. This is a demanding, fast-paced role providing comprehensive assistant and project management support. This role will also provide travel, calendar, and expense report support for multiple executives.

This position requires an individual who is highly organized, exhibits excellent judgment, is a self-starter and has an ability to work with a high level of detail, while interfacing with a variety of creative clients and high-level executives (internally and externally). A high degree of confidentiality and discretion are expected in regard to all matters and documents. Candidates should be prepared to collaborate and multi-task to cover additional duties as needed.

Responsibilities

• Provide executive-level administrative support to the SVP and other executives, including meeting and travel planning, managing expense reports, scheduling, phone/mail, supplies, filing, and other business-related duties
• Schedule and arrange in person and virtual meetings with internal and external parties. Ensure attendees, rooms and technology are ready for meetings to start on time
• Handle heavy contact through a variety of means (phone, email, text, Teams) with all levels of internal and external executive management and employees
• Efficiently monitor and prioritize information flow and meetings throughout the day, week and month. Anticipate conflicts and make adjustments as necessary, keeping execs aware of key changes or scheduling issues
• Utilize judgment in handling inquiries
• Handle extremely confidential and sensitive information with discretion
• Plan staff and other team events including staff meetings, senior team meetings, and off-sites when necessary. This includes managing all aspects including vendor selection, catering, audiovisual, and other logistics
• Create and / or manage systems to coordinate and organize department materials (presentations, analysis, etc). Manage regular updates to materials and distribution to stakeholders. Manage cross-functional meeting agendas, reminders, and materials preparation through proactive coordination with participants
• Support light presentation work (Powerpoint, Keynote) through partnership with Digital Media
• Track and proactively report progress on projects

Basic Qualifications

• 2+ years of relevant experience as an administrative professional supporting executive level management
• Proven experience handling confidential and sensitive information
• Advanced knowledge of Microsoft Office, including Teams, Word, Outlook, Excel, and PowerPoint, and curiosity / willingness to experiment with new technologies that could improved administrative efficiency (e.g. AI tools like Copilot)
• Excellent communication skills including written, verbal and listening
• Solid interpersonal skills with the ability to deal with all levels of management
• Flexible, organized, self-starter, and extremely detailed-oriented
• Self-driven with the ability to think creatively, take initiative and consistently take full ownership of the role
• A highly professional demeanor, positive outlook, problem solver, good judgments, analytical skills, and a can-do attitude
• Exceptional time management skills with the ability to prioritize and juggle numerous projects and deadlines in an extremely fast-paced and high-volume environment
• Open to grow into other business support roles within the team over time
• Must be willing to work from New York City office
• Must be willing to work flexible hours and overtime, as needed

Preferred Qualifications

• 3+ years of relevant experience as an administrative professional supporting executive level management

Required Education

Bachelor’s Degree or equivalent work experience

Key skills/competency

• Administrative Support
• Calendar Management
• Travel Coordination
• Expense Reporting
• Meeting Management
• Project Coordination
• Event Planning
• Confidentiality
• Microsoft Office Suite
• Time Management