Executive Assistant

Executive Assistant Job Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to join our New York City team. This individual will provide day-to-day support to three executives, managing complex priorities with discretion, sound judgment, and a strong sense of urgency.

The ideal candidate anticipates needs, identifies solutions, and thrives in a fast-paced environment with competing demands.

• Manage complex, high-volume calendars for three executives, anticipating scheduling needs, resolving conflicts proactively, and aligning priorities with business objectives.

• Coordinate meeting logistics, including agendas, documents, presentation materials, conference lines, and webinar access.

• Prioritize incoming requests, ask clarifying questions, and flag potential conflicts or issues as appropriate.

• Prepare and submit monthly expense reports, reviewing documentation for accuracy and compliance with company policies.

• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, passports, visas, and other required documentation.

• Serve as a key point of contact among the leadership team, employees, external clients, and business partners.

• Handle privileged, confidential, and legally sensitive information and processes with the highest level of discretion.

• Anticipate future needs by gathering information from multiple sources, recognizing connections, and applying sound business judgment.

• Identify and recommend process improvements that support departmental goals and expand executive and leadership capacity.

• Coordinate departmental workspace and facilities needs, including ordering supplies, preparing for new hires, and welcoming visitors.

• Independently research complex business matters, gather relevant information, and recommend effective solutions.

• Plan and execute team offsites and leadership meetings from start to finish, including venues, travel, accommodations, meals, agendas, and onsite support.

• Lead ad hoc projects and ensure their timely and successful completion.

• Bachelor’s degree preferred.

• Five or more years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable role supporting senior leaders.

• Demonstrated success managing complex, high-volume calendars for multiple senior executives.

• Experience planning and executing team offsites, leadership meetings, and related travel logistics.

• Advanced proficiency with Microsoft Office, particularly Outlook and its calendar-management features.

• Excellent written and verbal communication skills.

• Highly dependable, proactive, detail-oriented, and responsive, with a strong sense of urgency.

• Strong organizational, prioritization, and problem-solving abilities.

• Excellent interpersonal and customer-service skills, including the ability to navigate challenging situations with diplomacy and tact.

• Sound judgment and the ability to handle confidential and sensitive information appropriately.

• Ability to work independently with moderate direction while managing multiple priorities and deadlines.

• This position is based in New York City and requires working in the office five days per week.

• Some travel is required to support team offsites and larger leadership meetings.

Compensation:

• Non-Exempt Base Salary: $90,000-$120,000 (Hourly $43.25 - $57.69)

• Benefits:

  • 401(k) plus match

  • Dental insurance

  • Health insurance

  • Vision Insurance

  • Paid Time Off

About A Place for Mom

A Place for Mom is the leading platform guiding families through every stage of the aging journey. Together, we simplify the senior care search with free, personalized support — connecting caregivers and their loved ones to vetted providers from our network of 15,000+ senior living communities and home care agencies.

Since 2000, our teams have helped millions of families find care that fits their needs. Behind every referral and resource is a shared goal: to help families focus on what matters most — their love for each other.

We’re proud to be a mission-driven company where every role contributes to improving lives. Caring isn’t just a core value — it’s who we are.…