Executive Assistant - Architecture and Design Firm

About the role

A highly regarded architecture and design firm is looking for an Executive Assistant in New York to work closely with the CEO and gain exposure to all areas of the business. The role supports senior leadership and the day-to-day running of the organization through high-level administrative support, project coordination and executive communications, and works with teams across several departments and offices.

Key responsibilities

• Be the primary point of contact for the CEO, professionally representing the firm in person and remotely.
• Manage the executive calendar, including meetings, travel, interviews, performance reviews and firmwide initiatives.
• Organize and prepare meetings, presentations, documents, logistics and hospitality arrangements.
• Coordinate domestic and international travel, including flights, accommodation, dining, itineraries and expense reporting.
• Prepare, format and distribute proposals, correspondence, presentations and other executive communications.
• Track professional licensing and continuing education requirements.
• Partner with marketing teams on outreach, communications and special projects.
• Assist with project administration such as billing correspondence and project documentation.
• Manage timesheets, contact databases and administrative processes, and support office events and networking functions.
• Handle special projects and additional responsibilities as needed.

Required profile

• Bachelor's degree or equivalent professional experience.
• At least 5 years of executive assistant, administrative or related experience supporting senior leadership.
• Experience coordinating complex schedules, logistics and executive priorities.
• Ability to work independently and in a collaborative team environment, and to interact with stakeholders at all levels.
• Reliable and committed to working in the office five days per week.

Required skills

• Exceptional organizational and time-management skills.
• Strong written and verbal communication, with discretion and confidentiality.
• Microsoft Office Suite (Outlook, Word, Excel); Adobe experience preferred.
• Knowledge of New York City's hospitality, dining and events scene is a plus.