Executive Assistant

Position Title: Executive Assistant

Duration: 3 Months + (Possible Extension)

Pay Rate: $39.86/hr on W2

Location: New York, NY 10001

Job Description:

Support senior leadership with administrative tasks, including:

• Complex and fast-changing calendar management for internal and external meetings
• Serve as the primary point of contact for leadership communications
• Assist with organizational and business functions of the department as needed, including drafting correspondence, memos, agendas, presentation decks, tracking precedents, and setting project milestones and/or communications
• Liaise with internal executives, teams, as well as external partners to establish seamless communication, working across multiple time zones
• Manage travel arrangements (including global travel) and expense reports and submission
• Secure office and seating with internal systems
• Manage the department’s T&E, including creating monthly pacing reports
• Anticipate leadership needs and proactively address issues and opportunities

Logistics Management for Onsite / Remote Meetings and Events:

• Prepare agendas, send meeting requests, confirm attendance, reserve meeting space, and coordinate with IT for technical needs (e.g., video conferencing, shared drives)
• Manage catering, supplies, and equipment for meetings
• Plan regular team meetings, offsites, social events, and division events
• Coordinate visitor logistics, including scheduling, greeting, and escorting

What We Are Looking For

Required Qualifications:

• Bachelor’s Degree
• 5+ years of executive assistant experience; supporting C-suite executives preferred
• Strong proficiency in Microsoft Office (Teams, Outlook, OneDrive, Word, Excel, PowerPoint) and expense management tools
• Excellent written and verbal communication skills
• Strong interpersonal skills with the ability to engage across diverse teams and stakeholders
• Ability to exercise discretion and handle confidential information
• Strong organizational skills with the ability to prioritize and multitask effectively
• Proactive mindset with strong ownership and attention to detail
• Ability to manage meeting logistics end-to-end, including preparation and follow-ups
• Comfortable working in a fast-paced, high-pressure environment
• Confident in seeking clarification and managing priorities
• Strong work ethic, resourcefulness, and forward-thinking attitude
• Attendance required as per hybrid work policy

About Us:

Founded in 2009, IntelliPro is a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. We continue leading global talent solutions with a dynamic presence in over 160 countries, including the USA, China, Canada, Singapore, Japan, Philippines, UK, India, Netherlands, and the EU.

IntelliPro, a global leader connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/.

Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.