Executive Assistant to CEO/Chief of Staff

The Planet Group • Contract • New York, NY, US • 1d ago

Executive Assistant

Hybrid

NYC

3-4 months

55-65/hr

Must Haves:

Minimum 5 years supporting C-Suites

Calendar Management

A+ communication skills

Microsoft Office/Concur

Preferred:

College Degree

As Special Assistant to the CEO, you are part of the engine that makes our office – and the organization – operate. You are exceptionally reliable, organized, detail-obsessed, and a kind professional. You are the owner of calendar and logistics and administrative support that ensure the CEO can lead effectively each day. You are an athlete who moves fast, accelerates work and is looking for a long-term role and growing with a CEO and executive office. You are a key part of the fabric of the CEO’s office, taking command of the routines and rhythms that support operations in the office. You are an expert in anticipating and solving problems before they arise; you thrive in a fast-paced and dynamic environment and have a strong orientation towards making days operate smoothly and delivering kindness and caring touches along the way. In this role, you will manage the CEO’s calendar, support travel and expenses, and ensure daily operations run seamlessly. You will report to the Chief of Staff and also take regular direction from the CEO.

In this role, you will:

Calendar Management

Manage all aspects of the CEO’s and Chief of Staff’s calendar, resolving conflicts efficiently and ensuring accurate scheduling. Maintain full command of meeting logistics including locations, attendees, and travel time.

Quickly develop fluency in the CEO’s preferences and proactively apply them when scheduling.

Collaborate with EAs across the organization to coordinate complex, cross-functional scheduling.

Daily Support, Travel, and Expenses

Provide broad administrative and operational support including travel arrangements, expense reports, and meeting logistics.

Arrange reliable transportation, travel, and accommodation.

Provide logistical support for the Chief of Staff as needed.

Personal Support

Leverage the CEO’s time to be seamless between personal and professional

Support some personal and family-related scheduling and coordination tasks to optimize the CEO’s time.

Technology & IT Coordination

Serve as the first line of tech support for the CEO’s devices and virtual meetings.

Liaise with the College Board IT department for any escalated needs.

Miscellaneous and Special Projects

Support with mailings, event coordination, research, and supply management.

Uphold confidentiality and build strong, reliable working relationships across the organization.

About You

To qualify for this role, you must have:

High school diploma or equivalent required; BA preferred.

Minimum 5 years of administrative experience supporting senior executives.

Expertise in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).

Experience managing complex calendar schedules and high-level travel logistics.

Familiarity with Concur or similar expense platforms.

Excellent verbal and written communication skills.

Highly proactive and responsive, with strong judgment and problem-solving skills.

Exceptional organization, multitasking, and attention to detail.

Positive, personable, and collaborative demeanor.

Ability to manage sensitive information with discretion.

Available to work in person on Tuesdays and Wednesdays in our New York office, and easily other days as well as needed

The ability to travel regularly to the CEO’s home and our office as well as an additional 3-4 times a times a year on behalf of the business

Requirements:

A passion for expanding educational and career opportunities and mission-driven work

Authorization to work in the United States for any employer

Curiosity and enthusiasm for emerging technologies, with a willingness to experiment with and adopt new AI-driven solutions and a comfort learning and applying new digital tools independently and proactively.

Clear and concise communication skills, written and verbal

A learner's mindset and a commitment to growth: welcoming diverse perspectives, giving and receiving timely, respectful feedback, and continuously improving through iterative learning and user input.

A drive for impact and excellence: solving complex problems, making data-informed decisions, prioritizing what matters most, and continuously improving through learning, user input, and external benchmarking.

A collaborative and empathetic approach: working across differences, fostering trust, and contributing to a culture of shared success.

Goal 1: Ensure seamless calendar, travel, and daily operations support for the CEO and Chief of Staff

Goal 2: Successfully support on events hosted by CEO and leadership gatherings with high stakeholder satisfaction

Goal 3: Deliver excellence in special projects, guest engagement, and cross-functional team collaboration

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