Executive Operations Assistant

ROLE SUMMARY

This role is part of Office of the CEO (OCEO) and will provide administrative and office services of a highly complex and critical nature. This role combines administrative excellence with the ability to leverage AI and technology to improve operational efficiency, enhance communication, and optimize work processes. The ideal candidate is proactive, tech forward, deeply organized, change agile and capable of anticipating needs in a complex, fast-moving environment. The person in this role is expected to work with exceptional professionalism and attention to detail. The environment is fast-paced and the processes and material can be time-sensitive, confidential, and, at times, urgent situations. The person in this role will also be expected to think creatively and with a tech-edge about how we can continue to run the office more efficiently. This role will work closely with the Chief of Staff to the CEO, Executive Assistant to the CEO, and the Sr. Director, Executive Operations, as well as collaborate regularly with other Executive Leadership Team (ELT) offices. The role requires frequent on-site attendance at the NY headquarters office and occasional offsite attendance, aligned with the CEO’s schedule and team support needs.  Flexible work hours required (early mornings, evenings and/or weekends, as needed).

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ROLE RESPONSIBILITIES

• Coordinate travel planning including support for itinerary management, aviation coordination, ground transportation, hotel booking and restaurant reservations. This may include complex international travel, personal/family travel, visa preparation, etc.

• Use AI and cloud-based platforms to facilitate writing, scheduling and research needs

• Responsible for all meeting logistics including conference room reservations, connection details, food ordering, visitor registration, security coordination and other associated meeting logistics.

• Proactively organize and prepare meeting materials (briefings, note cards, etc.), especially using MS OneNote

• Support Executive Assistant to the CEO with scheduling and calendar management and related responsibilities when necessary

• Responsible for executive floor management including room reservations, supplies, catering, safety trainings, etc., by liaising with Workplace Experience, Security and other related parties

• Support CEO record keeping, governance and attendance, travel planning, agenda preparation and execution.

• Support purchase order creation and invoice processing

• Support executive reward tickets program coordination and ticket distribution

• Support executive correspondence process including triaging electronic and physical mail, and sending invitation responses

• Manage and prioritize high volume of emails including expediting flow of work items, and initiating follow-up when necessary

• Use appropriate discretion in the management of information and stakeholders.

• Proactively coordinate and provide key information to ELT offices and other business units as appropriate.

• Work closely with other administrative partners across the ELT

• Work closely with the Digital Executive Support team for technology needs

• Work on ad hoc projects and continuous enhancement of operations as technology and the needs of the office evolve

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BASIC QUALIFICATIONS

• High school Degree/GED with 5+ years of work experience with 2+ years providing executive level support

• Experience working with senior leaders and/or C-suite executives preferred

• Discretion and the ability to deal with confidential information

• Tech-savvy and growth-minded, comfortable using AI tools and cloud-based platforms for writing, research, analysis, scheduling

• Excellent written, oral, communication and interpersonal skills

• Advanced proficiency with Microsoft 365, Teams, Outlook, OneNote, SharePoint, and meeting management tools.

• Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis

• High degree of professional maturity and presence

• Exhibits strong collaboration skills and the ability to build relationships and leverage resources/engage colleagues across multiple functions and businesses

• Ability to work across different cultures and with a variety of leaders from different backgrounds and experiences

• Responsive, professional and courteous demeanor in all interactions in line w…