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.

Responsibilities

• 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.

Qualifications

• 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.

Requirements

• 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. Whether you’re supporting families directly or driving innovation behind the scenes, your work at A Place for Mom makes a real difference.

Our employees live the company values eve…