Executive Assistant

About Us

At We., we've spent decades at the intersection of technology and humanity, bridging the gap between what businesses create and how people experience those creations. We've learned that beneath even the most unruly situations - whether it's a global crisis, an emerging technology, or a sweeping organizational change-lies a simple human need. That need could be for trust, connection, safety, or a sense of purpose.

But it's always there. And it is only by uncovering these truths that we can make real, meaningful progress.

About the Role

The role of the Executive Assistant for the Health Team is integral to the seamless operation of the team's daily activities. This position provides comprehensive administrative support to Senior Leaders, ensuring that all aspects of the team's workflow run smoothly. Responsibilities span from calendar management and scheduling to handling travel and event logistics, managing calls and correspondence, coordinating team-building initiatives, and organizing critical data.

Executive Assistants at We. Communications are proactive and highly organized, consistently anticipating the needs of their executives and the broader team. They excel in diplomacy and have demonstrated experience managing multiple stakeholders with discretion and professionalism. Their communication is clear, concise, and organized, enabling them to resolve conflicting priorities independently and collaborate effectively across the agency. Even under pressure and while handling multiple projects, they deliver high-quality work.

This position offers a hybrid work arrangement, requiring three days per week onsite at our New York City office.
Responsibilities

• Provide dedicated support and partnership to members of the North America Health Senior Leadership Team, including managing executive email inboxes, calendars, travel arrangements, expense reports, and correspondence on behalf of the executives.
• Act as the primary gatekeeper and key contact for the executive, embodying their high standards of professionalism and customer service at all times.
• Conduct weekly check-ins to offer insights and additional context, supporting executive decision-making processes.
• Demonstrate an understanding of the deadline-driven, detail-oriented nature of the business, consistently delivering value-added services and strengthening professional relationships.
• Take ownership of logistics for business travel, new business presentations, marketing sponsor ships, team-building activities, client and team gifting, and more.
• Manage and secure key dates, locations, catering, transportation, lodging, dining reservations, and venue resources. Confirm attendance with participants and liaise with internal teams to ensure the success of events.
• Draft and send correspondence to staff on behalf of the executive as needed.
• Conduct the monthly review and analysis of the New York office budget reports for the NYC General Manager.
• Research relevant or industry-specific data and information as required, and assist in drafting, composing, editing, and proofreading reports.
• Liaise with teams throughout the agency to provide relevant information and resources on both a reactive and proactive basis. Follow up after meetings as directed by executives.
• Provide influencers, clients, and team members with pertinent information and resources, ensuring effective follow-up post-meetings as directed by the executive.

Qualifications

• Minimum of 5 years' experience in a comparable, fast-paced, and demanding environment.
• Proficiency in the Microsoft Office suite, including Teams, Word, Excel, and PowerPoint.

Preferred Qualifications

• Strong organizational and prioritization skills.
• Skilled in working as a team
• Excellent presentation and communication skills.
• Creative problem-solving capabilities.
• High degree of confidentiality and discretion in all aspects of the role.
• Outstanding diplomacy and a proven track record in managing diverse stakeholders.
• Customer service orientation, especially in client and business environments.
• Exceptional grammatical and proofreading abilities.
• Ability to work more than 40 hours per week on occasion, as required by business needs.

#LI-DF1
#LI-Hybrid

Compensation

The base annual salary range for this role, applicable across all U.S. locations, is outlined below. The actual salary may vary based on several factors such as business requirements, job responsibilities, skills, experience, and geographical location.

Salary Range

$66,000-$82,000 USD

Benefits

As part of our commitment to the success and well-being of our team, regular employees working 20 hours or more per week are eligible for the following benefits:

• Comprehensive benefits program including medical, dental, and vision coverage
• Pretax accounts including HSA (company match), Medical & Dependent Care FSA
• Generous time off including PTO, Holidays, Annual Wellness Break, Summer Fridays and Personal Days
• Short & Long-Term Disability, paid by company
• Parental Leave, up to 12 weeks for birthing and non-birthing…