Summary: The Executive Support Specialist provides high-level administrative support to multiple executives across the organization. This position is responsible for coordinating travel, preparing and reviewing expense reports, assisting with scheduling new member orientations, and ensuring that administrative tasks are handled with accuracy, professionalism, and confidentiality. The ideal candidate is detail-oriented, flexible, patient, and able to adapt to shifting priorities.

Essential functions:

• Provide administrative support to multiple executives with varying needs and schedules
• Manage calendars, coordinate meetings, and support scheduling logistics.
• Arrange domestic travel, including airfare, hotel, and transportation.
• Manage and prioritize requests with timely and accurate responses
• Prepare, submit, and reconcile expense reports.
• Schedule and coordinate new member orientations. Communicate with internal teams to ensure presenters, materials, and logistics are prepared.
• Assist with document preparation, reports, and meeting materials.
• Track deadlines and follow up on outstanding tasks and action items.
• Handle confidential correspondence, documents, and communications with discretion
• Provide general administrative support to the Member Sales department as needed.
• Provides backup to the Executive Secretary as needed.

Supervisory Responsibility:

The Executive Support Specialist role has no supervisory responsibilities.

Work Environment:

This position operates in a professional office environment.  This role routinely uses standard office equipment.

Physical Demands:

This is a largely sedentary role. While performing the duties of this job, the employee is regularly required to talk or hear.

Position Type/Expected Hours of Work:

This is a full-time position. Hours of work are Monday through Friday 8:00 am to 5:00 pm, 40 hours per week. Flexibility required to support an executive’s needs outside of regular business hours.

Travel:

This position does not require travel.

Required Education and Experience:

• Minimum of 5 years of experience providing executive-level support to multiple leaders
• High school diploma or GED
• Comfortable supporting multiple people and shifting priorities

• Strong proficiency in Microsoft Office suite and ability to learn internal systems
• Excellent attention to detail and time management skills
• Strong verbal and written communication skills
• High degree of professionalism and discretion
• Proactive, ownership-driven mindset with the ability to anticipate needs
• Highly responsive and flexible, with the ability to manage multiple time-sensitive priorities and support an executive outside standard business hours as needed

Preferred Education and Experience:

• Previous experience with Concur travel and expense
• Bachelor’s Degree

Pay Range:

In New York, the compensation for this position ranges from $30.00-$32.00 per hour.  Actual compensation will be dependent upon the individual’s qualifications, experience, skills and certifications.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time