Special Assistant to the CEO (Contract)Hybrid

Position: Special Assistant to CEO (Contract)

Mode: Contract - Temporary

Location: Hybrid - New York City Office

Team: Office of the CEO 

About the Opportunity

As Special Assistant to the CEO, you are part of the engine that makes our office – and the organization – operate. You are exceptionally reliable, organized, detail-obsessed, and a kind professional. You are the owner of calendar and logistics and administrative support that ensure the CEO can lead effectively each day. You are an athlete who moves fast, accelerates work and is looking for a long-term role and growing with a CEO and executive office. You are a key part of the fabric of the CEO’s office, taking command of the routines and rhythms that support operations in the office. You are an expert in anticipating and solving problems before they arise; you thrive in a fast-paced and dynamic environment and have a strong orientation towards making days operate smoothly and delivering kindness and caring touches along the way. In this role, you will manage the CEO’s calendar, support travel and expenses, and ensure daily operations run seamlessly. You will report to the Chief of Staff and also take regular direction from the CEO.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Calendar Management

• 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.
• Quickly 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.
• Daily Support, Travel, and Expenses
• 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.

Personal Support

• 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.

Technology & IT Coordination

• Serve as the first line of tech support for the CEO’s devices and virtual meetings.
• Liaise with the IT department for any escalated needs.
• Miscellaneous and Special Projects
• Support with mailings, event coordination, research, and supply management.
• Uphold confidentiality and build strong, reliable working relationships across the organization.
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About You

To qualify for this role, you must have:

• 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 our New York office, and easily other days as well as needed
• The ability to travel regularly to the CEO’s home and the office as well as an additional 3-4 times a times a year on behalf of organization business

Hourly Pay Range: $55-$65 per hr (Depending on experience)

nextSource is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, marital status, parental status, cultural background, organizational level, work styles, tenure, and life experiences or for any other reason.

nextSource is committed to providing reasonable accommodation for qualified individuals with disabilities in our job application procedures. If you need assistance or accommodation due to a disability, you may contact us at talent@nextSource.com.

What nextSource Provides:

• Healthcare Benefits including Medical, Prescription, Vision & Dental Coverage | United Healthcare
• Voluntary STD & LTD | New York Life
• 401(k) Retirement Planning | Fidelity
• Discount Program

*You are Eligible to participate in the benefits program if you are considered a full-time employee of nextSource, working at least 30 hours per week on a consistent basis. Your coverage will be effective on the 1st of the month following 60 days of employment.