Executive Assistant to the Presidents

Executive Assistant to the Presidents
Comprehensive Executive Support and New York Office Liaison
General Information:
Reports To:
The Presidents
Department:
Office of the Presidents
Location:
New York, NY
Position Type:
Full-Time | Career Executive Support Role
This position works a hybrid schedule of 2-3 days in the New York office, remaining days from home. Occasional travel required.
Position Summary
The Executive Assistant to the Presidents is a career executive support role designed as the primary right hand and operational anchor to two dynamic leaders of the organization. Operating at the intersection of high-level administrative management, strategic coordination, and affairs management, this position manages fast-paced executive daily schedules, complex travel, confidential communications, and creative content tracking. Additionally, this role incorporates light, high-touch office management to ensure the local office space remains welcoming, highly organized, and conducive to creative collaboration.
Key Responsibilities & Essential Functions
The EA to the Presidents excels at assessing needs, communicating effectively and uses excellent judgement ensuring that each of the following tasks are completed in a way that best serves the team, prioritizes the company’s values and maintains the culture of the organization.
A. Executive Administration & Calendar Mastery
Complex Calendar Management: Maintain detailed, evolving calendars across multiple time zones. Log incoming requests, proactively resolve conflicts, and organize meetings involving high level executives, press commitments, and where there is overlap - some personal appointments.
Communication Gatekeeper: Manage, screen, and prioritize all inbound/outbound correspondence (emails, calls, memos). Draft professional responses, flag time-sensitive documents for signature, and maintain a systemized communication flow for daily schedules and phone messages.
Meeting Logistics & Preparation: Organize internal and external meeting logistics (directions, parking, security badges). Conduct preliminary research, gather reports, prepare meeting prep briefs, pull materials, and distribute agendas ahead of key sessions.
B. Travel Management & Expense Coordination
Comprehensive Travel Planning: Coordinate and execute detailed domestic and international travel itineraries (commercial and private flights, ground transport, lodging, detailed day-by-day schedules) independently or alongside preferred travel partners.
Expense Tracking & Financial Coordination: Track credit card expenses, process monthly expense reports via Expensify, reconcile accounts, and serve as liaison with accountants, business managers, and finance teams.
C. Strategic Project Tracking & Support
Creative Material Tracking: Maintain secure, organized systems for tracking creative materials (scripts, outlines, pitches, cuts) across all active production slates - whether that be tv, streaming, digital media, CP or other.
Meeting Coverage & Project Management: Attend key executive and creative meetings, capture actionable notes, track project deadlines, and conduct preliminary research on story ideas, potential collaborators, and industry trends.
D. Private Affairs & VIP Hospitality
Private Life Liaison: At times, provide confidential assistance with private appointments, personal residence coordination and secure documents (example: help coordinating last minute work at a residence, notary needs, etc).
Gifting & High-Touch Hospitality: Oversee executive gifting, draft written thank-you notes, and manage white-glove logistical support for special executive events. Occasionally travel with the executives to facilitate success at engagements.
E. Office Coordination
Workspace Environment & Vendor Liaison: Serve as executive office liaison for physical workspace needs. Coordinate with facilities partners regarding office repairs and maintenance - communicating issues to NY team members as needed. Handle new employee digital access.
Champion of Culture & Onboarding Support: Assist People & Culture and the Presidents with promoting and maintaining a positive work environment that incorporates the unique needs of the NY team members. Assist with onboarding new team members in NY in the absence of People & Culture, and maintain a calendar for team celebratory milestones.
Visitor Experience & Logistics: Oversee guest access systems in NY, ensure visitors are welcomed and escorted, and arrange in-office meeting catering and AV setups as needed.
Food and Supply Coordination: Maintain supply inventory, order and organize snack foods and team meals on a weekly basis.
Essential Knowledge, Skills & Attributes
Communication & Polish: Exceptional social, verbal and written communication skills with the polish required to interface with high-profile industry talent, executives, and internal teams alike.
Judgment & Discretion: Proven ability to handle sensitive, highly confidential corporate and personal information with flawless integrity, maturity, and sound judgment.

Skills
Project Management, Onboarding

Employment type
Full-Time

Work arrangement
No