Executive Administrative Assistant

Executive Administrative Assistant – C-Suite Support

📍 Location: New York, NY

🏢 Work Arrangement: 100% Onsite – 5 Days per Week

**🗓️ Schedule: Full-Time 40 Hours per Week**

📄 Employment Type: Temporary Contract – Maternity Leave Coverage

⏳ Contract Duration: Approximately 5 Months, with Potential Extension

💰 Pay Rate: $35-$37/Hour

🚫 Remote/Hybrid: Not Available

Robert Half is seeking a highly organized, polished, and experienced Executive Administrative Assistant to provide high-level administrative support within a fast-paced professional environment in New York City.

This is an advanced Executive Administrative Assistant opportunity requiring 6+ years of relevant experience, including previous experience supporting C-suite or senior executive leadership.

The ideal candidate will be exceptionally organized, detail-oriented, proactive, and comfortable handling highly confidential information. This individual must be able to independently manage complex calendars, coordinate domestic and international travel, process expenses, and anticipate executive needs in a demanding corporate environment.

🔍 Key Responsibilities

• Manage complex and highly detailed executive calendars, including scheduling, prioritizing meetings, resolving conflicts, and coordinating frequent changes.
• Coordinate logistics for internal and external meetings involving senior leaders, clients, and other stakeholders.
• Screen incoming calls, determine priority levels, and exercise discretion when handling sensitive information.
• Arrange and coordinate complex domestic and international travel, including detailed itineraries and changing travel requirements.
• Coordinate internal and external events, including catering, transportation, meeting logistics, and related arrangements.
• Greet and escort clients while providing a polished and professional experience.
• Process invoices and travel & expense (T&E) claims, ensuring compliance with company policies and established deadlines.
• Assist with employee onboarding and offboarding, including equipment requests and system-access coordination.
• Draft and prepare professional emails, correspondence, and messages for individuals at all levels of the organization.
• Maintain departmental documents, organizational charts, executive biographies, and other administrative materials.
• Edit and prepare spreadsheets, presentations, and meeting materials, including printing and binding documents for client meetings.
• Independently manage recurring administrative responsibilities without requiring continuous direction.
• Proactively identify potential issues or delays and communicate them to appropriate stakeholders.
• Maintain the highest standards of confidentiality, professionalism, accuracy, and discretion.

✅ Required Qualifications

• 6+ years of Executive Administrative Assistant or comparable senior administrative experience
• Previous experience directly supporting C-suite or senior executive leadership
• Demonstrated experience managing heavy and complex executive calendars
• Experience coordinating complicated domestic and international travel
• Strong experience with travel and expense management
• Experience processing invoices and expense reports
• Strong written and verbal communication skills
• Exceptional attention to detail and organizational skills
• Ability to manage multiple priorities and changing deadlines simultaneously
• Strong judgment and discretion when handling confidential information
• Ability to work independently and anticipate executive needs
• Comfortable working in a high-volume, fast-paced professional environment
• Ability to work 100% onsite, five days per week

💻 Preferred Systems & Experience

• Candidates with experience using the following will stand out:
• Concur
• Amex GBT
• Executive calendaring and scheduling platforms
• Travel and expense management systems
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook

⭐ What Will Make You Stand Out

• The strongest candidates will bring a combination of:
• C-suite executive support experience
• Advanced calendar management
• Complex international and domestic travel coordination
• Concur and Amex GBT experience
• Expense and invoice processing
• Client-facing professionalism
• Exceptional attention to detail
• Strong confidentiality and discretion
• Ability to anticipate needs and work proactively

🏢 Work Arrangement

**This position i…