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Hybrid Executive Assistant

at New York City Tourism + Conventions
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Posted last week

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About the role

  • 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.

Job title

Executive Assistant

Job type

Full Time

Experience level

Mid levelSenior

Salary

$68,960 - $86,900 per year

Degree requirement

Bachelor's Degree

Location requirements

HybridNew York CityUnited States

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