Executive Administrative Assistant

Overview

The Executive Administrative Assistant will provide high-level administrative and organizational support to the Chief Executive Officer (CEO). This temporary role is critical to ensuring that company goals and objectives are met efficiently and professionally. The ideal candidate is highly organized, proactive, and detail-oriented.

Key Responsibilities

• Provide primary administrative support to the CEO to ensure company goals and objectives are accomplished.
• Manage and maintain the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Assess priorities and determine matters requiring the CEO's immediate attention; advise on time-sensitive issues and ensure appropriate follow-up.
• Provide general administrative and office support, including data entry, dictation, spreadsheet creation, scanning, and maintaining filing systems and contact databases.
• Assist the CEO with the development of presentations and meeting materials.
• Attend meetings as needed; take detailed notes and prepare initial drafts of meeting minutes and summaries.
• Serve as a liaison between the CEO and the public, including receiving and screening phone calls and visitors, responding to inquiries with tact and diplomacy, taking messages, and directing communications appropriately.
• Manage communication with internal and external managers on behalf of the CEO for various projects and tasks.
• Coordinate work and communication with other WHGF staff as needed.
• Organize communications and assist with planning and coordinating events, both internal and off-site.
• Maintain strict confidentiality and professionalism with all documents, communications, and materials.

Qualifications

• Proven experience in an executive administrative assistant or similar role, preferably supporting senior leadership.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in common office software, including word processing, spreadsheets, presentations, and email/calendar platforms.
• Ability to work independently, anticipate needs, and exercise sound judgment.

Preferred Attributes

• Comfort interacting with senior leaders, external partners, and the public.
• Strong attention to detail and follow-through.

Work Environment

This role requires flexibility and adaptability in a fast-paced environment while maintaining a calm, professional demeanor.

This is a temporary position intended to provide critical executive support during a defined period from January through June (exact dates to be determined)

Job Types: Full-time, Part-time, Temporary

Pay: $28.00 per hour

Expected hours: 27 – 35 per week

Experience:

• Administrative: 2 years (Required)
• Executive administrative support: 1 year (Required)

Language:

• English (Required)

Ability to Commute:

• New York, NY Required)

Work Location: In person