Executive Assistant

About Hebbia

The user interface for AGI – Hebbia is AI that works the way you work.  

Job Description

Hebbia is looking to hire an Executive Assistant in NYC to provide executive level support to two (2) company executives. The ideal candidate is a team player with exceptional communication skills, meticulous attention to detail and creative problem-solving skills. This role supports department leaders, and requires the ability to juggle competing responsibilities. Daily responsibilities include calendar management, coordinating meetings, travel and logistics, event management, and prioritizing across multiple leaders. We are looking for someone with strong experience working with executive teams in fast-paced environments, and the ability to handle sensitive information with excellent judgment, diplomacy and discretion.

This role is based out of our New York City office in Soho.

Responsibilities

• Handle highly confidential information and documents with discretion and confidentiality.
• Manage and maintain multiple executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning needs.
• Meetings will include board meetings,, and executive off-sites and ongoing staff meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering and program material preparation.
• Proactively manage communication, and respond to urgent inquiries from internal / external stakeholders on the executive’s behalf.
• Process and track expenses in a timely manner for the executives.
• Operate with exceptional attention to detail. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.
• Provide overall data management to executives. Inclusive of:
  
  • Organize and compile to facilitate exec presentations.
  • Track and drive completion of key deliverables, proactively following up on outstanding items as needed.
  • Provide innovative and creative methods for continued improvements to administrative processes as the company scales.

Who You Are

• 5+ years of high level experience supporting multiple senior level executives.
• A strong team player, who thrives in a collaborative setting; is poised and able to work with individuals at all levels of the organization.
• Proactive, positive and personable with excellent communication skills and willing to take initiative with confidence.
• Resilient, with ability to manage multiple projects and deliver quality work to deadlines.
• Discretion, diplomacy and excellent judgment; high degree of integrity when dealing with confidential and sensitive information.
• Exceptional attention to detail.
• Strong calendar management and prioritization skills.
• Advanced proficiency with Gmail, Google Calendar as well as key applications such as Google Docs, Word, Excel, Powerpoint, Zoom..
• You are comfortable working in-person 5 days a week.

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