Executive Assistant to the Presidents

Executive Assistant to the Presidents

Comprehensive Executive Support and New York Office Liaison

General Information:

Reports To:

The Presidents

Department:

Office of the Presidents

Location:

New York, NY

Position Type:

Full-Time | Career Executive Support Role

This position works a hybrid schedule of 2-3 days in the New York office, remaining days from home. Occasional travel required.

Position Summary

The Executive Assistant to the Presidents is a career executive support role designed as the primary right hand and operational anchor to two dynamic leaders of the organization. Operating at the intersection of high-level administrative management, strategic coordination, and affairs management, this position manages fast-paced executive daily schedules, complex travel, confidential communications, and creative content tracking. Additionally, this role incorporates light, high-touch office management to ensure the local office space remains welcoming, highly organized, and conducive to creative collaboration.

Key Responsibilities & Essential Functions

The EA to the Presidents excels at assessing needs, communicating effectively and uses excellent judgement ensuring that each of the following tasks are completed in a way that best serves the team, prioritizes the company’s values and maintains the culture of the organization.

A. Executive Administration & Calendar Mastery

• Complex Calendar Management: Maintain detailed, evolving calendars across multiple time zones. Log incoming requests, proactively resolve conflicts, and organize meetings involving high level executives, press commitments, and where there is overlap - some personal appointments.
• Communication Gatekeeper: Manage, screen, and prioritize all inbound/outbound correspondence (emails, calls, memos). Draft professional responses, flag time-sensitive documents for signature, and maintain a systemized communication flow for daily schedules and phone messages.
• Meeting Logistics & Preparation: Organize internal and external meeting logistics (directions, parking, security badges). Conduct preliminary research, gather reports, prepare meeting prep briefs, pull materials, and distribute agendas ahead of key sessions.

B. Travel Management & Expense Coordination

• Comprehensive Travel Planning: Coordinate and execute detailed domestic and international travel itineraries (commercial and private flights, ground transport, lodging, detailed day-by-day schedules) independently or alongside preferred travel partners.
• Expense Tracking & Financial Coordination: Track credit card expenses, process monthly expense reports via Expensify, reconcile accounts, and serve as liaison with accountants, business managers, and finance teams.

C. Strategic Project Tracking & Support

• Creative Material Tracking: Maintain secure, organized systems for tracking creative materials (scripts, outlines, pitches, cuts) across all active production slates - whether that be tv, streaming, digital media, CP or other.
• Meeting Coverage & Project Management: Attend key executive and creative meetings, capture actionable notes, track project deadlines, and conduct preliminary research on story ideas, potential collaborators, and industry trends.

D. Private Affairs & VIP Hospitality

• Private Life Liaison: At times, provide confidential assistance with private appointments, personal residence coordination and secure documents (example: help coordinating last minute work at a residence, notary needs, etc).
• Gifting & High-Touch Hospitality: Oversee executive gifting, draft written thank-you notes, and manage white-glove logistical support for special executive events. Occasionally travel with the executives to facilitate success at engagements.

E. Office Coordination

• Workspace Environment & Vendor Liaison: Serve as executive office liaison for physical workspace needs. Coordinate with facilities partners regarding office repairs and maintenance - communicating issues to NY team members as needed. Handle new employee digital access.
• Champion of Culture & Onboarding Support: Assist People & Culture and the Presidents with promoting and maintaining a positive work environment that incorporates the unique needs of the NY team members. Assist with onboarding new team members in NY in the absence of People & Culture, and maintain a calendar for team celebratory milestones.
• Visitor Experience & Logistics: Oversee guest access systems in NY, ensure visitors are welcomed and escorted, and arrange in-office meeting catering and AV setups as needed.
• Food and Supply Coordination: Maintain supply inventory, order and organize snack foods and team meals on a weekly basis.

Essential Knowledge, Skills & Attributes

• Communication & Polish: Exceptional social, verbal and written communication skills with the polish required to interface with high-profile industry talent, executives, and internal teams alike.
• Judgment & Discretion: Proven ability to handle sensitive, highly confidential corporate and personal information with flawless integrity, maturity, and sound judgment.
• Poise Under Pressure: Demonstrated composure and tact in fast-paced, unpredictable environments, prioritizing competing demands effortlessly.
• Resourceful & Proactive: Self-starter mindset with a 'no task too big or small' attitude, capable of anticipating executive needs and resolving logistical hurdles independently.

Qualifications & Requirements

• Experience: Minimum 4 years of executive administrative support experience, preferably supporting C-suite executives or high-profile figures OR someone who is ready to learn what it takes to be a rockstar in this role
• Education: Bachelor's degree or Associate degree from an accredited institution preferred
• Technical Software Mastery: Proficiency in Google Workspace (Docs, Sheets, Calendar, Meet), Microsoft Office Suite (Word, Excel, PowerPoint). Ability to learn and master Slack, expense tools, and visitor management platforms. Not afraid to find and try new technological opportunities.
• Work Schedule & Flexibility: Ability to work a hybrid schedule in the New York office location (with high in-office presence during key productivity periods). Flexibility to work non-standard hours, including occasional evenings, weekends, and travel as required.
• Physical Requirements: Light physical work, requiring exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects.

Shondaland is an Equal Opportunity Employer. We provide a work environment that respects the dignity and worth of each individual and is free from all forms of employment discrimination because of race, color, sex, gender, age, religion, national origin, ancestry, citizenship, marital status, sexual orientation, gender identity, gender expression, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by law. Shondaland welcomes applications from a wide range of candidates. Selection for roles will be based on individual skills, experience, professional qualities, and merit.