Special Assistant to the CEO

Special Assistant to the CEO

Job Summary: Talent Software Services is in search of a Special Assistant to the CEO for a contract position in NY(Hybrid). The opportunity will be six months with a strong chance for a long-term extension.

Position Summary:

• Part of the engine that makes the office - and the organization - operate.
• Exceptionally reliable, organized, detail-obsessed, and a kind professional.
• Owner of calendar, logistics, and administrative support ensuring the CEO can lead effectively each day.
• An athlete who moves fast, accelerates work, and is looking for a long-term role and growth with the CEO and executive office.
• Key part of the fabric of the CEO s office, taking command of the routines and rhythms supporting operations in the office.
• Expert in anticipating and solving problems before they arise; thriving in a fast-paced and dynamic environment.
• Strong orientation towards making days operate smoothly and delivering kindness and caring touches along the way.
• Manage the CEO s calendar, support travel and expenses, and ensure daily operations run seamlessly.
• Report to the Chief of Staff and also take regular direction from the CEO.

Primary Responsibilities/Accountabilities:

• Manage all aspects of the CEO s and Chief of Staff s calendar, resolving conflicts efficiently and ensuring accurate scheduling.
• Maintain full command of meeting logistics including locations, attendees, and travel time.
• Develop fluency in the CEO s preferences and proactively apply them when scheduling.
• Collaborate with EAs across the organization to coordinate complex, cross-functional scheduling.
• Provide broad administrative and operational support including travel arrangements, expense reports, and meeting logistics.
• Arrange reliable transportation, travel, and accommodation.
• Provide logistical support for the Chief of Staff as needed.
• Leverage the CEO s time to be seamless between personal and professional.
• Support some personal and family-related scheduling and coordination tasks to optimize the CEO s time.
• Serve as the first line of tech support for the CEO s devices and virtual meetings.
• Liaise with IT department for any escalated needs.
• Support with mailings, event coordination, research, and supply management.
• Uphold confidentiality and build strong, reliable working relationships across the organization.

Goal 1:

• Ensure seamless calendar, travel, and daily operations support for the CEO and Chief of Staff
• Achieve 90% satisfaction rating (via quarterly feedback) from CEO and Chief of Staff on calendar accuracy, responsiveness, and travel logistics.
• 100% of expense reports for CEO and Chief of Staff submitted on time each month with 0 late fees (baseline: 1-2 late fees/quarter in 2024).

Goal 2:

• Successfully support on events hosted by CEO and leadership gatherings with high stakeholder satisfaction
• Host events as directed by the CEO (including ELT gatherings, personal and professional networking events) with 90% satisfaction from David and key attendees on event logistics and ambiance.
• Lead setup and logistics for all quarterly in-person ELT and leadership meetings and the annual ELT Retreat within budget (***K cap); 100% logistics confirmed and delivered to satisfaction of COS and ED of Presidential Initiatives.
• Maintain and document 100% of planning workflows, checklists, and after-action reviews to ensure continuous improvement (baseline: variable/informal).

• Deliver excellence in special projects, guest engagement, and cross-functional team collaboration
• Maintain 90% satisfaction (via informal check-ins) from cross-functional OCEO collaborators (e.g., Workplace Experience, Tech) on support responsiveness and clarity.
• Execute all OCEO contributions (W9s), reimbursements, and gifts within 5 business days of request; 0 escalations due to missed deadlines.
• Lead logistics and tech setup for 100% of Small Talks or internal events hosted by OCEO; ensure <2 technical issues per year during live events (baseline: 3-4/month).

Qualifications:

• High school diploma or equivalent required; BA preferred.
• Minimum 5 years of administrative experience supporting senior executives.
• Expertise in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).
• Experience managing complex calendar schedules and high-level travel logistics.
• Familiarity with Concur or similar expense platforms.
• Excellent verbal and written communication skills.
• Highly proactive and responsive, with strong judgment and problem-solving skills.
• Exceptional organization, multitasking, and attention to detail.
• Positive, personable, and collaborative demeanor.
• Ability to manage sensitive information with discretion.
• Available to work in person on Tuesdays and Wednesdays in the New York office, and easily other days as needed.
• Ability to travel regularly to the CEO s home and office as well as an additional 3-4 times a year on behalf of business.
• Minimum of 5 years of recent experience supporting C-level executive(s).
• Ability to anticipate needs and curate a great day for the executive through accurate planning and consideration of needs.
• Proactive, diligent, and a stellar communicator with strong MSOffice skills and exceptional scheduling abilities.
• Proven performance with a strong track record.

Preferred:

• A passion for expanding educational and career opportunities and mission-driven work.
• Authorization to work in the United States for any employer.
• Curiosity and enthusiasm for emerging technologies, with a willingness to experiment with and adopt new AI-driven solutions and a comfort learning and applying new digital tools independently and proactively.
• Clear and concise communication skills, written and verbal.
• A learner's mindset and a commitment to growth: welcoming diverse perspectives, giving and receiving timely, respectful feedback, and continuously improving through iterative learning and user input.
• A drive for impact and excellence: solving complex problems, making data-informed decisions, prioritizing what matters most, and continuously improving through learning, user input, and external benchmarking.
• A collaborative and empathetic approach: working across differences, fostering trust, and contributing to a culture of shared success.

If this job is a match for your background, we would be honored to receive your application!

Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire and permanent placement. Let's talk!