Index Exchange is hiring: Executive Assistant in New York

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Overview

This is a high-impact Executive Assistant role supporting C-suite level executives and senior leaders across the organization. The EA will serve as a trusted strategic partner, managing complex calendars, triaging and prioritizing communications, coordinating domestic and international travel, and overseeing executive meetings and events. The successful candidate will anticipate needs, ensure leaders are fully prepared, and enable them to operate at peak effectiveness. The role demands exceptional judgment, discretion, precision, and executive presence, with the ability to represent leadership at the highest professional standard. The Executive Assistant is expected to act as a thought partner—bridging administrative excellence and strategic support, while contributing directly to organizational efficiency and leadership effectiveness.

What You’ll Be Doing

• Calendar & Inbox Management: Full ownership of dynamic, multi-time-zone calendars; anticipate conflicts, align schedules with business priorities, and focus on high-impact activities.
• Meeting & Briefing Prep: Gather key data, synthesize information, and deliver concise briefing materials. Facilitate clear communication between leaders, their teams, and stakeholders.
• Travel & Compliance: Coordinate complex domestic and international travel schedules, including end-to-end itinerary management.
• Event Coordination: Drive logistics for offsites, leadership meetings, client engagements, and external speaking events in collaboration with cross-functional teams.
• Project & Operational Support: Manage and coordinate projects, assist with communications and reporting, ensure key actions and deliverables are executed seamlessly.
• Expense Management: Submit and reconcile professional and personal expenses.
• Relationship Management: Serve as a trusted liaison with leadership, peer EAs, and external partners.
• Team & Culture Leadership: Support team culture by organizing engagement opportunities, planning team-building activities, and mentoring other administrative professionals where appropriate.
• Change Management & Problem Solving: Support the implementation of new initiatives and resolve operational issues with discretion and foresight.

What You Need

• Minimum 7+ years of proven experience directly supporting executives in demanding, fast-paced environments
• Expertise in managing complex calendars and travel across multiple time zones with precision and foresight
• High level of discretion, professionalism, and polished communication skills
• Highly organized, proactive, and detail-oriented with proven ability to manage multiple priorities
• Tech-savvy (Microsoft Office, Slack, Expensify, Confluence, etc.) and quick to adapt to new technology
• Track record of thriving in high-growth, dynamic organizations, with the ability to anticipate needs and operate with agility
• Background supporting more than one senior leader
• Experience in tech, finance or media industries is a nice to have

The base salary for this role is $120,000 to $140,000 USD. However, it’s important for us to find the right person for the role, and we’re open to being flexible on compensation for candidates with the right experience and skillset. Total compensation may vary depending on job-related knowledge, skills, and experience.

Why You’ll Love Working Here

• Direct impact supporting Senior Leaders at the highest levels
• High visibility across the organization and externally
• Collaborative EA cohort and Executive Leadership team
• Index Exchange’s strong mission and culture of innovation and inclusivity
• The EA will be a true partner to leadership, helping advance business priorities
• Comprehensive health, dental, and vision plans for you and your dependents
• Paid time off, health days, and personal obligation days plus flexible work schedules
• Competitive retirement matching plans
• Equity packages
• Generous parental leave and wellness programs
• Employee assistance program and mental health support
• Volunteer time off and donation-matching programs
• Regular company-wide communication and continuous learning resources
• A diverse, equitable, and inclusive environment

Equal Employment Opportunity & Accessibility

Index Exchange is committed to equal employment opportunities and celebrates diversity of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, and veteran status. If you require an accommodation during the hiring process, please share your request and we will assist you with the recruiter.

Index Exchange headquarters are in Toronto with major offices in New York, Montreal, London, San Francisco, and other global cities. We are a global team committed to empowering talent wherever colleagues may be located.