Executive Assistant

EXECUTIVE ASSISTANT

New York, New York

On-Site

THE RUNDOWN

Playfly Sports is looking for an Executive Assistant to join our team in New York City.

The Executive Assistant will provide high-level administrative and strategic support to the CEO and C-Suite team with the daily management of their commitments. The person in this role will coordinate meeting calendarization and operational support, ensuring proper time management and upkeep of administrative tasks such as expense reports and recurring meetings with stakeholders. Additionally, they will prepare correspondence, presentations, reports, and briefing documents for the C-Suite for high priority meetings. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong judgment and the ability to manage competing priorities in a fast-paced environment.

WHAT YOU’LL ACCOMPLISH

• Lead the strategic organization of C-Suite team before meetings by preparing pre-meeting documents (e.g., recaps of previous meetings, relevant background information), taking notes during meetings, and recapping action items after meetings.

• Coordinate calendars and planning of meetings and events (with internal and external clients), including any logistical elements of such meetings (e.g., technical support, refreshments)

• Assist with formatting communications and presentation decks

• Plan and book all travel, optimizing and coordinating travel itineraries and transportation requirements for location, meeting requirements and attendees

• Manage and submit expense reports, for C-Suite team in a timely manner

• Ensure proper time management for C-Suite, filtering meeting requests and dynamically addressing changes in schedule based on business priority on their behalf by developing a deep understanding of the underlying business and stakeholders

• Monitor key deadlines and proactively manage follow-ups

• Maintain confidentiality, demonstrate professionalism, and anticipate needs while operating with minimal supervision.

• Support special projects and cross-functional initiatives

• Other job-related duties as assigned

WHAT YOU’LL BRING

• Bachelor’s degree preferred, or equivalent work experience

• At least 2 years of executive administration experience

• Excellent written and oral skills, including email with high-level executives and clients

• High level of discretion and professionalism

• English required, secondary language(s) a plus

• Must be proficient in Microsoft Office suite (PowerPoint, Excel, Outlook, Word)

• Must be proficient in Slack

• A working understanding of AI support (e.g. Co-Pilot, ChatGPT)

• Exceptional organizational, analytical and problem-solving skills and superior attention to detail

• Ability to manage calendars and work across time zones seamlessly

• Intellectually curious and a self-starter

• Ability to multitask, works effectively under daily time constraints, and use discretion in managing sensitive communications and business relationships

TRAVEL, LIFTING, PHYSICAL REQUIREMENTS

• Expectation to be in office 4 to 5 days/week + days leadership team is in office.

• Ability to travel for any work-related projects requiring in-person presence.

COMPENSATION