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Executive Assistant

AHEAD· Shared Services – Marketing
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New York, NY$85k - $115kFull-timePosted 4d ago

About the role

Executive Assistant to one or more C-level executives at AHEAD, focusing on protecting executive time, anticipating needs, organizing priorities, and driving follow-through to enable high-value work.

Responsibilities

  • Serve as a strategic thought partner and primary point of contact for executive leadership, internal leaders, employees, clients, partners, and other external stakeholders.
  • Develop a strong understanding of each executive’s priorities, working style, relationships, and decision-making preferences.
  • Anticipate needs, identify risks, and recommend solutions before issues become urgent.
  • Triage competing requests by determining what requires two or more executives’ attention, what can be delegated, and what should be deferred.
  • Maintain visibility into open commitments, decisions, and follow-up items, and drive accountability through completion.
  • Own the complex and dynamic calendars of multiple executives, balancing strategic priorities, internal operating rhythms, client and partner commitments, travel, and personal focus time.
  • Protect executive time by resolving conflicts, managing tradeoffs, and ensuring that meetings have a clear purpose and the right participants.
  • Prepare the relevant executive for meetings by gathering background information, briefing materials, agendas, talking points, and relevant decisions or action items.
  • Capture and distribute action items as appropriate, ensuring that decisions and next steps are documented and advanced.
  • Communicate on behalf of the executive in a tone that is clear, thoughtful, responsive, and aligned with AHEAD’s standards.
  • Monitor executive inboxes and incoming requests with sound judgment, confidentiality, and an understanding of organizational context.
  • Draft, edit, and proofread correspondence, presentations, meeting materials, and other communications in the executive’s voice as required.
  • Provide timely updates on emerging issues, organizational developments, upcoming commitments, and decisions requiring attention.
  • Coordinate domestic and international travel, including air, hotel, ground transportation, itineraries, changes, and travel-related materials.
  • Manage expense reporting and related approvals accurately and on time.
  • Own end-to-end logistics for executive meetings, offsites, and events, including room setup, AV readiness, catering, on-site hosting, and post-meeting cleanup
  • Create practical systems, templates, and operating rhythms that improve executive effectiveness and reduce friction.
  • Partner with other Executive Assistants and cross-functional teams to coordinate coverage, improve processes, and provide consistent executive experience.
  • Support preparation for senior leadership, board, advisory, and client-facing engagements as assigned.
  • Handle sensitive information with the highest level of discretion and professionalism.
  • Work in the office 4-5 days per week; be available for in-person coverage and key meetings.
  • Treat the role as a 24/7 executive support position, remaining responsive beyond standard hours.
  • Respond promptly to time-sensitive needs; anticipate needs before asked.

Qualifications

  • Five or more years of experience supporting one or more C-level executives, senior executives, or equivalent leaders in a complex, fast-moving organization.
  • Demonstrated ability to manage a high-volume, constantly changing workload while maintaining accuracy and composure.
  • Exceptional organizational, prioritization, and time-management skills.
  • Strong written and verbal communication skills, including the ability to draft polished executive communications.
  • High emotional intelligence, sound judgment, and the ability to handle confidential information appropriately.
  • Professionalism under pressure and ability to represent the executive and AHEAD.
  • Proactive, can-do attitude with willingness to handle both strategic and hands-on tasks.
  • Ability to anticipate needs, identify risks, and independently move work forward.
  • Strong proficiency with Microsoft 365, calendar and travel tools, virtual meeting platforms, and presentation/document tools.
  • College degree or equivalent professional experience.

Skills

Required:Executive calendar managementCommunication

Benefits

  • Medical, Dental, and Vision Insurance
  • 401(k)
  • Paid company holidays
  • Paid time off
  • Paid parental and caregiver leave
  • Plus more — see benefits site for details.
Last updated Oct 21, 2026. Interested? Apply on the company site.
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About AHEAD

Digital Platforms Engineered for Modern Enterprises

AHEAD accelerates the impact of technology on clients by engineering customized data, developer, and infrastructure platforms that improve IT operations.

Platform SolutionsInfrastructure ModernizationLifecycle ManagementSeamless Integration
Company profileWebsite

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