Senior Administrative Assistant

What You Can Expect

The Sr Administrative Assistant provides critical operational and administrative support to the CEO’s Office, reporting to the Senior Executive Assistant to the CEO. Based in New York, NY with a partially remote schedule (minimum three days on-site per week), this role manages CEO expense compliance documentation and processing within a highly regulated environment, supports the accounts payables needs of the corporate aviation team, creates purchase orders and processes invoices, and serves as the on-site point of contact for the NYC office. The position requires meticulous attention to detail, strong vendor relationship management, and the ability to operate independently with sound judgment, discretion and professionalism in a fast-paced executive environment.

How You'll Create Impact

• Process and reconcile the CEO’s expense reports in Concur with meticulous detail, coordinating weekly with the Executive Admin team to capture attendee names, business purposes, and proper compliance categorizations for all events and meals.
• Ensure full compliance documentation on all CEO-related expenses and activities, with particular attention to interactions with healthcare professionals.
• Create purchase orders and ensure timely payment of all corporate aviation invoices through Ariba.
• Build and maintain positive relationships with corporate aviation vendors and suppliers, proactively managing communications to prevent payment backlogs and ensure vendor goodwill.
• Process miscellaneous invoices for CEO-related costs attributed to various internal departments including but not limited to Communications, Investor Relations, and Foundation.
• Serve as the on-site point of contact for the NYC office a minimum of three days per week, with flexibility to shift days based on executive and leadership team scheduling needs.
• Provide responsive, on-call support for urgent CEO-related needs, such as coordinating on-site or local NYC logistics for the off-site Executive Admin team or the Chief of Staff.
• Oversee NYC office operations including supply management, deliveries, mail coordination, conference room logistics, and a tidy, professional environment.
• Serve as primary liaison with building management and third-party vendors, coordinating facilities matters, vendor access, and service logistics.
• Operate independently with minimal direction, proactively anticipating needs, resourcefully resolving issues, and exercising sound judgment in a fast-paced executive environment.

This is not an exhaustive list of duties or functions and might not necessarily comprise all of the essential functions for purposes of the Americans with Disabilities Act.

What Makes You Stand Out

• Detail Orientation and Accuracy — Exhibits exceptional precision in managing extensive detail and drive to timely completion with accuracy the first time. Maintains awareness and rigorous adherence to policies and regulatory standards.
• Professionalism and Discretion — Handles sensitive CEO-related information and activities with the highest degree of confidentiality, professionalism, and composure; represents the executive office with credibility and poise.
• Stakeholder and Vendor Management — Builds and sustains productive working relationships with aviation suppliers, building management, third-party service providers, and internal partners across all levels of the organization.
• Office and Facilities Management — Effectively manages multi-floor office operations, conference room logistics, supply inventory, and building management coordination to maintain a professional executive office environment.
• Independent Judgment and Resourcefulness — Operates with minimal direction; proactively anticipates needs, resolves issues, and makes sound decisions in a dynamic, high-pressure executive setting.
• Resilience and Agility — Manages through challenges with perseverance, discerns highest priority items quickly, and able to pivot quickly and with urgency.

Your Background

• High school diploma or equivalent and 4 years of relevant experience required.
• 3+ years supporting an executive leader preferred.
• Accounting/Finance, Purchasing, and/or Office Management experience a plus.
• Proficiency with Concur, Ariba, or similar expense management and procurement platforms strongly preferred.
• Experience in a Global Fortune 500 or similarly complex corporate environment preferred.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams).

Travel Expectations

• Occasional overnight domestic travel up to 25% annually.