Executive Assistant / Executive Business Partner

PROLIM Global Corporation (www.prolim.com) is hiring an Executive Assistant / Executive Business Partner for a leading global technology client.

Title: Administrative - Executive Assistant IV

Location: Onsite; NY, onsite 4 days each week, Monday - Thursday
Duration: 6 Months - Possible extension

Summary:
Seeking an experienced Executive Assistant to support a VP and a Director. The person in this role will need to be a masterful problem-solver and an organizational force given complex & heavy calendaring. This role requires the ability to anticipate issues before they arise, to proactively recommend creative solutions to problems, and to be flexible and adaptable to changing business needs. Additionally, the ideal candidate will have sound judgment, exceptional communication skills, and will be resourceful in building relationships across the larger ecosystem.

This position is a full-time contract position at 40 hours per week, with possibility for overtime. This position is onsite 4 days a week, Monday - Thursday.

MINIMUM QUALIFICATIONS

● 6+ years of relevant experience providing administrative support to 1 or more executives

● 6+ years of relevant experience coordinating travel logistics on behalf of 1 or more executives

● 6+ years of relevant calendar management and expense report management experience for 1 or more executives

● Experience prioritizing multiple projects

● Experience with Microsoft Office and Google Suite

EXECUTIVE ASSISTANT RESPONSIBILITIES

● Coordinate internal and external meetings

● Manage complex calendar set-up and movement

● Prepare expense reports and purchase requisitions

● Collaborate and communicate closely with others in the executive’s office on developing, managing and maintaining operational processes and information flow

● Coordinate both domestic and international travel arrangements

● Organize strategic events and team all-hands meetings

● Build cross-functional relationships between departments

● Partner closely with team leaders and lead admins

● Communicate key organization and company updates to admins and cross-functional partners

PREFERRED QUALIFICATIONS

● Prior or current experience supporting VPs at large scale tech company

● Prior or current experience supporting an executive’s office with a team of other administrative partners and/or operations personnel

● Consistent track record of ensuring confidentiality and discretion in all partnerships

● Demonstrates attention to detail, responsible, proactive, drives tasks to completion

● Experience of consistently working under your own initiative, seeking feedback and input where

appropriate while managing projects, multi-tasking, and changing direction quickly if needed

● Experience building and maintaining trust with leadership and partners

● Experience collaborating and partnering closely with other administrative professionals and key cross functional partners

● Experience building, managing and influencing cross-functional business stakeholder relationships

● Experience managing logistics across multiple teams

● Experience driving strategic projects

● BA/BS Degree

Typical Day-to-Day in the role

● Own the VP and Director’s calendars and operating rhythm – staff meetings, off-sites, all-hands, and partner engagements

● Coordinate travel, logistics, and senior external meetings end-to-end

● Partner with cross-functional EBPs to keep priorities moving across Product, Legal, Finance, and Comms

● Serve as the connective tissue between leadership and the broader organization, with complete discretion on confidential matters

How will performance be measured?

● The VP’s calendar reflects their true priorities from week one – you ramp fast and take ownership early

● Meetings start prepared and end with clear owners and next steps

● Partners and cross-functional teams feel responded to throughout your tenure, with no dropped threads

Must-Have Skills

1 Judgment – knowing what to escalate, what to handle, what to deprioritize

2 Calendar mastery – Google Calendar, time-zone fluency, meeting strategy

3 Discretion – bulletproof handling of confidential info

4 Written communication – clear, concise, professional under pressure

5 Stakeholder management – comfortable with senior execs, partners, and admins alike

6 Composure under pressure – last-minute changes, conflicting demand

7 Proactivity – anticipate needs before they’re as…