Overview
Executive Administrative Assistant Jobs in New York City Metropolitan Area at MS Shift, Inc.
Title: Executive Administrative Assistant
Company: MS Shift, Inc.
Location: New York City Metropolitan Area
The Executive Administrative Assistant provides high-level administrative, operational, and strategic support to C-level executives. This role ensures the executive office runs smoothly by managing schedules, coordinating high-priority initiatives, preparing communications, and serving as a trusted gatekeeper and liaison across internal teams and external partners.
The ideal candidate is proactive, highly organized, tech-savvy, professional, resourceful, and able to manage competing priorities in a fast-paced, high-growth environment.
Key Responsibilities
Executive Support
- Manage complex calendars, coordinate meetings, and optimize scheduling across global time zones.
- Prepare executives for meetings by organizing agendas, briefing documents, and follow-up notes.
- Handle confidential information with discretion.
- Arrange domestic and international travel, itineraries, accommodations, and expense reports.
- Monitor and triage emails, messages, and requests on behalf of executives.
Operations & Project Coordination
- Support execution of strategic initiatives and cross-functional projects.
- Track deadlines, deliverables, and priorities for the executive team.
- Draft, edit, and organize presentations, reports, and dashboards.
- Assist with onboarding of new hires into the executive department.
Communication & Liaison
- Serve as a communication bridge between executives and internal teams, clients, and external stakeholders.
- Draft professional emails, memos, announcements, and correspondence.
- Maintain strong working relationships across all departments.
Administrative Excellence
- Maintain organized digital filing systems, documents, and shared drives.
- Coordinate board meetings, leadership offsites, and major company events.
- Handle procurement of office supplies, software subscriptions, and executive tools.
- Create and maintain Standard Operating Procedures (SOPs) for the executive office.
Qualifications
- 5+ years of experience supporting C-level executives; startup, SaaS, hospitality, or tech experience preferred.
- Exceptional written and verbal communication skills.
- Strong organizational and time-management abilities.
- Proficient in Microsoft Office, Google Workspace, and productivity tools (Slack, Zoom, Asana, ClickUp, or similar).
- Ability to multitask under tight deadlines with a high degree of professionalism.
- High emotional intelligence and ability to interact with senior leaders, clients, and global partners.
- Capable of handling confidential information with absolute discretion.
Preferred Skills
- Experience in fast-growth environments or global operations.
- Familiarity with CRM (Salesforce/HubSpot), SaaS products, or executive reporting tools.
- Strong presentation and document-creation skills (PowerPoint, Excel).
- Ability to anticipate needs and solve problems before they arise.
