Hybrid Executive Assistant

at New York City Tourism + Conventions

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $68,960 - $86,900 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, New York City, United States

About the role

• Executive Assistant providing administrative support to EVPs at NYC Tourism + Conventions. Coordinating schedules, meetings, and communication for efficient operations.

Responsibilities

• Manage complex and frequently changing calendars across three EVPs; schedule internal and external meetings with precision and confidentiality.
• Anticipate scheduling conflicts and prioritize meetings based on strategic importance.
• Coordinate meeting logistics, including space reservations, virtual links (Zoom/Teams), catering, and materials preparation.
• Handle expense report processing and reconciliation (via Expensify) for the three EVPs.
• Provide travel coordination support (minimal travel expected; EVPs may book directly).
• Maintain organized digital and physical filing systems; help standardize shared drives for each EVP’s area.
• Assist with data entry and updates in the organization’s CRM as needed, supporting larger departmental projects or clean-up efforts.
• Maintain an organized tracking system for invoices, recurring deadlines (all-staff meetings), key deliverables, and ongoing initiatives across departments.
• Schedule and coordinate external and internal meetings as needed (e.g., Committees of the Membership, cross-department working groups, members and/or clients).
• Prepare agendas, track attendance, take meeting notes, and document key action items as needed.
• Support follow-up communication and ensure deliverables are completed on schedule.
• Support the organization of PowerPoint presentations and briefing materials.
• Assist in compiling departmental updates or data summaries for leadership meetings.
• Assist with registrations, RSVPs, and tracking attendance for conferences, member events, or industry engagements involving the EVPs.
• Provide occasional onsite support for high-level meetings or events hosted by NYC Tourism + Conventions.
• Screen and organize high-volume email correspondence; flag urgent or time-sensitive requests and help prioritize responses.
• Serve as a liaison between the EVPs and internal teams, ensuring clear and timely communication.
• Compile meeting minutes as directed.

Requirements

• Bachelor’s Degree preferred or equivalent experience.
• 4+ years of experience providing executive-level administrative support in a fast-paced environment.
• Exceptional organizational and time management skills with the ability to manage competing priorities.
• Strong written and verbal communication skills.
• High level of discretion, professionalism, and reliability.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Zoom, Teams, and shared drives.
• Experience with CRM systems (Simpleview experience is a plus but not required).
• Collaborative team player with a proactive, problem-solving approach.

Benefits

• Hybrid Schedule: 3 days in-office (Tues/Wed required + 1 flex day); Fridays remote.
• Generous Time Off: PTO days and sick time.
• Holidays: up to 12 paid company holidays, plus extended Winter Break.
• Floating Holiday: 1 per year, front-loaded.
• Healthcare: Premium medical, dental, and vision plans, plus HRA.
• Retirement & Development: Retirement savings plan and professional development opportunities.
• Perks: Cell phone credit to subsidize your plan, monthly commuter allowance.