Executive Assistant

ABOUT NYC TOURISM CONVENTIONS

New York City Tourism Conventions is the official destination marketing organization (DMO) and convention and visitors bureau (CVB) for the five boroughs of New York City. Our mission is to maximize travel and tourism opportunities throughout the City build economic prosperity and spread the dynamic image of New York City around the world.

POSITION SUMMARY:

The Executive Assistant provides comprehensive administrative support to the Executive Vice Presidents of Membership & Destination Services Tourism & Convention Development and Global Communications. This role ensures the smooth and efficient coordination of each EVPs daily operations meetings and cross-department communication. The position requires exceptional organization attention to detail and the ability to manage multiple priorities with discretion and professionalism. This role acts as the central point of coordination helping streamline communications manage scheduling and logistics and ensure timely follow-up on organizational initiatives.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative Support & Scheduling

• Manage complex and frequently changing calendars across three EVPs; schedule internal and external meetings with precision and confidentiality.
• Anticipate scheduling conflicts and prioritize meetings based on strategic importance.
• Coordinate meeting logistics including space reservations virtual links (Zoom/Teams) catering and materials preparation.
• Handle expense report processing and reconciliation (via Expensify) for the three EVPs.
• Provide travel coordination support (minimal travel expected; EVPs may book directly).
• Maintain organized digital and physical filing systems; help standardize shared drives for each EVPs area.
• Assist with data entry and updates in the organizations CRM as needed supporting larger departmental projects or clean-up efforts.
• Maintain an organized tracking system for invoices recurring deadlines (all-staff meetings) key deliverables and ongoing initiatives across departments.
• Other project support as needed.

Meeting & Events Support

• Schedule and coordinate external and internal meetings as needed (e.g. Committees of the Membership cross-department working groups members and/or clients).
• Prepare agendas track attendance take meeting notes and document key action items as needed.
• Support follow-up communication and ensure deliverables are completed on schedule.
• Support the organization of PowerPoint presentations and briefing materials.
• Assist in compiling departmental updates or data summaries for leadership meetings.
• Assist with registrations RSVPs and tracking attendance for conferences member events or industry engagements involving the EVPs.
• Provide occasional onsite support for high-level meetings or events hosted by NYC Tourism Conventions.

Communication & Coordination

• Screen and organize high-volume email correspondence; flag urgent or time-sensitive requests and help prioritize responses.
• Serve as a liaison between the EVPs and internal teams ensuring clear and timely communication.
• Compile meeting minutes as directed.
• Maintain confidentiality and exercise sound judgment in handling sensitive matters.

QUALIFICATIONS:

• Bachelors Degree preferred or equivalent experience.
• 4 years of experience providing executive-level administrative support in a fast-paced environment.
• Exceptional organizational and time management skills with the ability to manage competing priorities.
• Strong written and verbal communication skills.
• High level of discretion professionalism and reliability.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook); experience with Zoom Teams and shared drives.
• Experience with CRM systems (Simpleview experience is a plus but not required).
• Collaborative team player with a proactive problem-solving approach.

We offer a competitive benefits package including:

• Hybrid Schedule: 3 days in-office (Tues/Wed required 1 flex day); Fridays remote.
• Generous Time Off: PTO days and sick time.
• Holidays: up to 12 paid company holidays plus extended Winter Break.
• Floating Holiday: 1 per year front-loaded.
• Healthcare: Premium medical dental and vision plans plus HRA.
• Retirement & Development: Retirement savings plan and professional development opportunities.
• Perks: Cell phone credit to subsidize your plan monthly commuter allowance.

Applicants for this position must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

NYC Tourism Conventions Commitment to Diversity Equality and Inclusion

Here at NYC Tourism Conventions we are an equal opportunity employer committed to our diversity and inclusiveness. We provide equal work opportunities for all and prohibit discrimination and harassment of any type. All qualified applicants will be considered without regard to race color nationality gender gender identity or expression sexual orientation religion disability or age. We strongly encourage women people of color members of the LGBTQIA community people with disabilities and veterans to apply.

If you need reasonable accommodation for any part of the application process because of a medical condition or disability please send an email to let us know the nature of your request.

If you think you might thrive in this environment we would love to hear from you!

EOE

Required Experience:

IC