Executive Administrative Assistant at Conductor in New York, NY

Job description

• As an Executive Administrative Assistant you’ll support and partner with the CEO at Conductor. This person will handle a wide range of executive and personal support-related tasks. The ideal candidate will be extremely proactive, organized, flexible, and enjoy the administrative challenges of supporting a fast-paced executive.
• Crucial to this role is the ability to interact with staff (at all levels) in a fluid environment, sometimes under pressure, remaining resourceful and efficient, with a high level of professionalism and confidentiality. Equally important is strong business acumen, stellar written and verbal communication skills, optimal decision-making ability and attention to detail.

Responsibilities

• Manage the CEO’s ever-shifting calendar, prioritizing requests and coordinating meetings with internal team members, as well as external customers and board members
• Assist in the maintenance of the executive’s inbox and outbox
• Employ Generative AI to optimize workflows and create briefs to prepare the executive for all external meetings
• Prepare agendas, distribute meeting minutes and track action items for leadership meetings
• Light estate management and appointment scheduling on behalf of the executive’s family
• Manage end-to-end domestic and international travel logistics and detailed itineraries—including flights, accommodations, ground transport, and visas—ensuring seamless execution and personal travel support for the CEO and family
• Compile and reconcile expense reports
• Coordinate logistics for senior executive visitors & interviews
• Confidently and discreetly work with confidential and high-priority information
• Coordinate schedules and logistics for leadership team and company events including board meetings, town halls, and offsites
• Professionally handle incoming phone calls
• Assist in the organization of company events, such as ordering catering for client meetings, securing dinner reservations, arranging offsite retreats, etc
• Place daily lunch orders, arrange deliveries
• Maintain executive contact list
• Establish productive relationships with C-level executives to work as collaboratively as possible
• Partner with the Facilities to make sure conference rooms are clean and in good condition for meetings, make sure snacks and food is always plentiful and properly arranged
• Conduct research as needed in support of CEO
• Maintain high standards of confidentiality of all employee records and documents
• Conduct business with integrity consistent with Conductor’s values, policies and procedures

Requirements

• Must have the ability to maintain a high level of confidentiality
• Passionate about the possibilities of Generative AI and the world of the future
• Experience in a startup or similar fast-paced environment where there is frequent change and a need to demonstrate and act with a sense of urgency
• Strong attention to detail and natural desire to make things organized
• Proven experience prioritizing multiple projects, assignments and maintaining deadlines
• Demonstrably high levels of integrity and discretion
• Proficiency with GSuite
• Self-starter attitude – ability to work in ambiguous environment with minimal direction
• Ability to deal with change without frustration, a positive and upbeat attitude and lots of enthusiasm
• Exhibits professionalism and composure in stressful situations and in meeting short deadlines
• In office presence required Monday - Thursday (NYC office), with Fridays being remote when CEO is onsite, but a more flexible schedule is available when she is not at HQ
• Strong customer service orientation - must be positive, friendly, and approachable
• Demonstrated commitment to continuous learning
• 4-year College degree preferred or equivalent work experience
• 5+ years of experience in similar or related roles supporting C-Suite leaders

Skills

Required

• Proficiency with GSuite

Benefits

• Compensation: Conductor maintains competitive, performance-based compensation programs. The New York City base salary range for this role is currently $120,000 - $150,000 per year.