Executive Assistant

Job Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to join our New York City team. This individual will provide day-to-day support to three executives, managing complex priorities with discretion, sound judgment, and a strong sense of urgency.

The ideal candidate anticipates needs, identifies solutions, and thrives in a fast-paced environment with competing demands.

Responsibilities

• Manage complex, high-volume calendars for three executives, anticipating scheduling needs, resolving conflicts proactively, and aligning priorities with business objectives.

• Coordinate meeting logistics, including agendas, documents, presentation materials, conference lines, and webinar access.

• Prioritize incoming requests, ask clarifying questions, and flag potential conflicts or issues as appropriate.

• Prepare and submit monthly expense reports, reviewing documentation for accuracy and compliance with company policies.

• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, passports, visas, and other required documentation.

• Serve as a key point of contact among the leadership team, employees, external clients, and business partners.

• Handle privileged, confidential, and legally sensitive information and processes with the highest level of discretion.

• Anticipate future needs by gathering information from multiple sources, recognizing connections, and applying sound business judgment.

• Identify and recommend process improvements that support departmental goals and expand executive and leadership capacity.

• Coordinate departmental workspace and facilities needs, including ordering supplies, preparing for new hires, and welcoming visitors.

• Independently research complex business matters, gather relevant information, and recommend effective solutions.

• Plan and execute team offsites and leadership meetings from start to finish, including venues, travel, accommodations, meals, agendas, and onsite support.

• Lead ad hoc projects and ensure their timely and successful completion.

Qualifications

• Bachelor’s degree preferred.

• Five or more years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable role supporting senior leaders.

• Demonstrated success managing complex, high-volume calendars for multiple senior executives.

• Experience planning and executing team offsites, leadership meetings, and related travel logistics.

• Advanced proficiency with Microsoft Office, particularly Outlook and its calendar-management features.

• Excellent written and verbal communication skills.

• Highly dependable, proactive, detail-oriented, and responsive, with a strong sense of urgency.

• Strong organizational, prioritization, and problem-solving abilities.

• Excellent interpersonal and customer-service skills, including the ability to navigate challenging situations with diplomacy and tact.

• Sound judgment and the ability to handle confidential and sensitive information appropriately.

• Ability to work independently with moderate direction while managing multiple priorities and deadlines.

Requirements

• This position is based in New York City and requires working in the office five days per week.

• Some travel is required to support team offsites and larger leadership meetings.

Compensation:

• Non-Exempt Base Salary: $90,000-$120,000 (Hourly $43.25 - $57.69)

• Benefits:

  • 401(k) plus match

  • Dental insurance

  • Health insurance

  • Vision Insurance

  • Paid Time Off

About A Place for Mom

A Place for Mom is the leading platform guiding families through every stage of the aging journey. Together, we simplify the senior care search with free, personalized support — connecting caregivers and their loved ones to vetted providers from our network of 15,000+ senior living communities and home care agencies.

Since 2000, our teams have helped millions of families find care that fits their needs. Behind every referral and resource is a shared goal: to help families focus on what matters most — their love for each other.

We’re proud to be a mission-driven company where every role contributes to improving lives. Caring isn’t just a core value — it’s who we are. Whether you’re supporting families directly or driving innovation behind the scenes, your work at A Place for Mom makes a real difference.

Our employees live the company values every day:

• Mission Over Me: We find purpose in helping caregivers and their senior loved ones while approaching our work with empathy.

• Do Hard Things: We are energized by solving challenging problems and see it as an opportunity to grow.

• Drive Outcomes as a Team: We each own the outcome but can only achieve it as a team.

• Win The Right Way: We see organizational integrity as the foundation for how we operate.

• Embrace Change: We innovate and constantly evolve.

Additional Information:

A Place for Mom has recently become aware of the fraudulent use of our name on job postings and via recruiting emails that are illegitimate and not in any way associated with us. APFM will never ask you to provide sensitive personal information as part of the recruiting process, such as your social security number; send you any unsolicited job offers or employment contracts; require any fees, payments, or access to financial accounts; and/or extend an offer without conducting an interview.

If you suspect you are being scammed or have been scammed online, you may report the crime to the Federal Bureau of Investigation and obtain more information regarding online scams at the Federal Trade Commission.

All your information will be kept confidential according to EEO guidelines.

A Place for Mom uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.