Our client, one of the fastest-growing mission-driven companies in White Plains, is seeking an exceptional Executive Assistant to support its Chief Operating Officer and several other C-suite executives. Built around an innovative, people-first model, the organization is transforming the emergency veterinary care experience for pets, their families, and its employees alike.
This is an Executive Assistant role supporting multiple busy senior executives within a dynamic, rapidly growing organization. The EA will be responsible for managing day-to-day administrative needs across the executive team, ensuring their time is used effectively, coordinating complex logistics, and keeping priorities organized and moving forward.
The ideal candidate is polished, proactive, highly organized, and genuinely enjoys the Executive Assistant function. They will have strong judgment, exceptional attention to detail, and the ability to anticipate needs and operate independently while balancing the priorities of multiple executives and building strong relationships across the organization.
This role is based in White Plains, NY and requires 5 days/week onsite.
RESPONSIBILITIES:
- Provide comprehensive Executive Assistant support to the COO and several other C-suite executives, ensuring seamless day-to-day organization and execution
- Manage multiple complex and ever-changing calendars, coordinating internal and external meetings and proactively resolving scheduling conflicts
- Prioritize meeting requests and help ensure the executives' time remains aligned with key business priorities
- Balance competing requests and priorities across multiple members of the executive team
- Coordinate domestic and occasional international travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes
- Prepare and process expense reports accurately and efficiently
- Coordinate meeting logistics and ensure executives have the necessary information and materials ahead of meetings
- Track follow-ups, deadlines, and administrative priorities to ensure nothing falls through the cracks
- Serve as a professional point of contact for internal and external stakeholders
- Build strong relationships across the organization and work closely with other Executive Assistants and members of the leadership team
- Anticipate needs, proactively identify potential issues, and solve problems before they arise
- Handle highly confidential and sensitive information with discretion and sound judgment
- Provide light personal support as needed
- Assist with ad hoc administrative projects and special initiatives as needed
- Maintain flexibility outside of traditional business hours when business needs arise
REQUIREMENTS:
- 8+ years of Executive Assistant experience supporting C-suite and/or senior executives
- Demonstrated experience supporting multiple senior executives simultaneously
- Experience working within a fast-paced, high-growth organization strongly preferred
- Exceptional calendar management, scheduling, travel coordination, and organizational skills
- Highly proactive with the ability to anticipate needs and stay several steps ahead
- Strong judgment and ability to independently prioritize competing demands across multiple executives
- Exceptional attention to detail and follow-through
- Polished, professional, and confident communicator with strong interpersonal skills
- Ability to build trusted relationships across all levels of an organization
- Calm and solutions-oriented when priorities shift or last-minute needs arise
- High level of discretion when handling confidential information
- Tech-savvy and comfortable learning and utilizing new systems and tools
- Collaborative, low-ego approach with a willingness to jump in wherever needed
- Bachelor's degree preferred
HOURS:
- Monday–Friday, 8:30am–5:30pm
- 5 days/week onsite in White Plains, NY
- Flexibility outside of standard business hours as needed
- Parking, train costs, or other commuting expenses can be covered for candidates commuting from Manhattan or surrounding areas
SALARY:
- $150-180K base (DOE) + discretionary bonus + comprehensive benefits + 401(k) + wellness benefits + parking/commuter assistance