Inizio Evoke is hiring: Executive Assistant in New York

Overview

Inizio Evoke is seeking an Executive Administrative Assistant (EA) to provide comprehensive support to the CEO and COO in a dynamic, fast-paced global environment. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities while handling highly confidential information. The successful candidate will coordinate across time zones, manage executive schedules with precision, and ensure seamless operations at the highest levels of leadership. This is a hybrid role in New York City, requiring in-office presence 2 days a week, reporting to the Chief Operating Officer.

Responsibilities

• Executive Calendar & Global Scheduling Management: maintain, coordinate, and proactively manage complex calendars for the CEO and COO across multiple time zones; prioritize and schedule internal and external meetings, conference calls, and appointments with minimal direction; anticipate conflicts and resolve them to optimize executive time; coordinate with global teams for seamless cross-time-zone scheduling.
• Meeting Planning & Execution: plan, schedule, and organize high-level meetings with all logistical details; prepare agendas and materials; serve as the primary point of contact for meeting coordination between executives and key stakeholders.
• Travel & Logistics Management: arrange and manage complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa requirements; provide detailed itineraries and documentation; anticipate issues and make real-time adjustments.
• Confidential Correspondence & Communication Liaison: handle highly sensitive information with discretion; draft, review, and manage executive correspondence; act as primary liaison between executives and internal/external stakeholders; screen calls and emails and escalate urgent matters appropriately.
• Special Projects & Strategic Initiatives: assist executives with high-priority projects, including research, presentations, and reporting; coordinate cross-functional teams and track project progress; handle ad-hoc assignments requiring analytical thinking and problem-solving.
• Expense & Budget Management: prepare, track, and reconcile expense reports; manage reimbursements and corporate card expenses; maintain financial documentation and reporting for executive expenditures.
• Office & Administrative Support: ensure smooth day-to-day operations; maintain digital and physical filing systems for contracts and critical documents; anticipate executive needs and provide proactive administrative support.

Qualifications

• Experience: Minimum 7+ years of executive administrative experience, preferably in advertising, media, or fast-paced corporate environments.
• Global Coordination: proven ability to manage international schedules and collaborate with teams across multiple time zones.
• Technical Proficiency: advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and Zoom.
• Communication Skills: strong verbal and written communication abilities, with professional engagement with executives and stakeholders at all levels.
• Confidentiality & Discretion: high integrity in handling sensitive information.
• Problem-Solving & Adaptability: ability to anticipate needs, troubleshoot, and adapt to shifting priorities.
• Organization & Attention to Detail: meticulous in scheduling, document management, and executive support.
• Independence & Initiative: self-starter who can work with minimal supervision, take initiative, and exercise sound judgment.

Compensation

Base salary range: $65,000—$80,000 USD. The range may vary based on experience, location, and cost of living. Compensation includes an exceptional range of flexible benefits, personal support, and tailored learning and development opportunities.

Employment Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Advertising Services