Job description
NovaSphere Global is seeking an experienced Executive Administrative Assistant to join our New York City team. This role provides comprehensive secretarial support to senior leadership, coordinates schedules, streamlines daily operations, and ensures exceptional organization in a fast-paced corporate environment. The right candidate is proactive, detail-oriented, and excels at anticipating needs to keep executives focused on strategic priorities.
Based in Manhattan with on-site presence required. We offer a competitive benefits package, generous PTO, and clear opportunities for professional growth.
Responsibility
- Manage executives' calendars, schedule meetings, and coordinate complex itineraries across multiple time zones.
- Prepare and edit correspondence, presentations, reports, and confidential documents with accuracy and discretion.
- Coordinate travel arrangements including flights, accommodations, ground transportation, and expense reporting.
- Answer inquiries, screen calls, and maintain professional and courteous communication with internal and external stakeholders.
- Organize and maintain physical and electronic filing systems, records, and document workflows.
- Support meeting logistics such as venue booking, AV setup, catering, and minute taking.
- Assist with onboarding, training logistics, and cross-department coordination to streamline operations.
Qualification
- Bachelor's degree or equivalent administrative experience.
- 3-5 years of executive support or secretarial experience in a corporate environment.
- Excellent written and verbal communication skills with high attention to detail.
- Proficiency with Microsoft 365 and Google Workspace; familiarity with CRM systems and document management is a plus.
- Outstanding organizational skills and the ability to manage multiple priorities in a fast-paced setting.
- Discretion with confidential information and strong professional judgment.
- Strong problem-solving, time management, and interpersonal skills; proactive and resourceful mindset.