Administrative Assistant Job at Halo Media in New York

This range is provided by Halo Media. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$60,000.00/yr - $70,000.00/yr

Who we are

We’re a NYC-based digital agency with a global team of over 300, shaping the future of digital experiences for 20 years. Our clients span Media & Entertainment, Retail, Finance, Healthcare, Ticketing, and beyond—each trusting us to push boundaries, challenge the expected, and deliver results that matter.

At Halo, we believe real impact comes from real connections. We forge deep partnerships with our clients so they can do the same with their audiences. Our work blends data-driven strategy with boundary-pushing creativity—spanning digital marketing, product strategy, UI/UX, art direction, and full-stack development.

Job Overview

We are seeking a highly organized and proactive professional to join our team in a full-time capacity, based in our New York City office on a hybrid schedule (2–3 days per week in-office). This role provides direct support to the Chief of Staff, with regular interaction and assistance provided to the CEO and executive team. The ideal candidate will be based in New York or New Jersey and thrive in a fast-paced, dynamic environment that requires strong communication skills, discretion, and a high level of attention to detail.

This is an ideal role for someone early in their career (3–5 years of experience) who brings strong organizational instincts, a service mindset, and thrives in a fast-paced, high-impact environment.

Why This Role Matters

Halo’s executive team moves fast—and the Executive Assistant is a crucial behind-the-scenes partner who keeps everything running smoothly. By owning coordination, communication, and operational logistics, you’ll ensure that executive time is protected, meetings are purposeful, and follow-ups don’t fall through the cracks. Your work will directly impact the team’s ability to focus on strategic initiatives and make faster, more effective decisions.

Key Responsibilities

This role provides essential support to the Chief of Staff and CEO—helping manage calendars, communications, logistics, and information flow with precision and care. You will also support other members of the executive team, helping them stay focused, aligned, and prepared.

Executive Support

• Manage and maintain complex calendars across time zones for the CEO and Chief of Staff
• Schedule internal and external meetings across the exec team
• Coordinate travel arrangements and prep materials for offsites, client visits, team gatherings and internal workshops

Meeting Prep & Follow-Up

• Draft and organize meeting agendas, notes, and action items
• Track follow-ups across teams and help ensure deadlines are met
• Help prepare presentations, summaries, and briefing documents

Communication & Coordination

• Serve as a liaison between executives and internal teams or external stakeholders
• Support inbox management, information intake, and prioritization
• Maintain professionalism, confidentiality, and clarity in all communications

Operations & Logistics

• Help streamline workflows and flag areas for efficiency
• Own and refine administrative processes (e.g., scheduling, recurring meetings, documentation)
• Support special projects or ad hoc initiatives across departments
• Ensure the office is fully stocked with necessary supplies and equipment

Administrative Systems & Compliance

• Handle company paperwork and documentation
• Oversee and maintain company systems and tools

Requirements

• 3–5 years of experience in executive support, operations, or high-level administrative roles
• Strong calendar, communication, and organizational skills
• Comfortable managing logistics for multiple leaders in a dynamic environment
• A clear communicator with high emotional intelligence and discretion
• Proficient in tools like Google Workspace, Slack, Zoom, and project management platforms (e.g., Notion, Monday)
• Eager to learn, proactive, and solution-oriented
• Self-starter with a proactive attitude and problem-solving mindset
• Able to manage competing priorities and pivot quickly in a fast-paced environment
• Native English speaker, Spanish professional proficiency is a plus!

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Technology, Information and Internet

Referrals increase your chances of interviewing at Halo Media by 2x

Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

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