Executive Assistant, CAO Office

THE ROLE: Executive Assistant, CAO Office 

Reporting to the Chief Administrative Officer (CAO), this role serves as one the primary points of contact for internal constituencies for the CAO. They also serve as a liaison to senior management teams and sometimes, external points of contact. The role organizes and coordinates the CAOs calendar; and oversees special projects as assigned. The incumbent must be able to work well under pressure and thrive in handling a wide variety of activities. To be successful in this role, one must operate with confidentiality, discretion, and integrity.  

MORE ABOUT WHAT YOU’LL DO: 

Completes a broad variety of administrative tasks including but not limited to:  

• Managing an extremely active calendar of appointments 

• Arranging travel plans, itineraries, and agendas; completing expense reports 

• Liaising with IT and other shared services teams as needed to support varying events and meetings 

• Coordinate departmental meetings and events 

• Manage meeting preparation including: 

• Preparing agenda, handling presentations, preparing research, managing materials 

• May include some in person component to prep a physical space 

• Provide coverage and backup to other executive team EAs or for division/department 

• Partake in creating materials related to varying meetings – including speech writing, comms, deck creation on a wide variety of topics 

• Perform a wide range of special projects as needed 

THE IDEAL CANDIDATE : 

• Will deliver and perform with urgency and quality ensuring all details are addressed 

• Has a demonstrated ability to meet hard deadlines and commitments 

• Can independently develop timelines and manage an orderly flow of tasks and assignments from inception to completion 

• Is collaborative and can work cross-functionally/divisionally 

• Overcomes roadblocks with critical thinking and problem solving, recommends solutions to identified obstacles  

• Does not hesitate or procrastinate when escalating and asking for guidance 

• Pays attention to details with proactive thinking and anticipate for big picture execution to avoid potential issues and confusion 

• Keeps everyone informed of critical information and utilizes other team members as needed to ensure a smooth operation 

• Has discretion and judgement, able to manage confidential information 

• Has strong time management and multi-tasking skills needed and must be comfortable working in an environment that’s always changing, tolerates ambiguity and change well 

• Has a background in writing (English major, script writing, speech writing, etc.), able to adapt to another’s “voice” in prose 

BASIC REQUIREMENTS: 

• At least 2 years of corporate experience 

• Strong proficiency in MS Office 365 (Outlook, Excel, Word, Teams, etc.) 

• Ability to come into NYC and Stamford office as needed to support live meetings/events 

• Be able to work outside of normal business hours depending on need