Executive Administrative Assistant

Equativ (formerly Smart)

. Own complex calendars for three members of our executive team .

Posted 5/13/2026full-timeNew York City • New York • 🇺🇸 United StatesMid-LevelSenior💰 $70,000 - $75,000 per yearWebsite

About the role

Key responsibilities & impact

Own complex calendars for three members of our executive team
Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time
Build and nurture strong relationships with clients, executive stakeholders, and external partners to ensure a seamless and professional experience
Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through
Coordinate recurring leadership team meetings, QBRs, and offsites across the region
Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally
Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place
Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed
Reconcile travel expenses and submit reports on behalf of executives
Work closely with the Marketing team to support executive attendance at industry events, including registrations, travel and onsite logistics, and client invitations/events coordination
Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team

Requirements

What you’ll need

3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role — ideally supporting multiple senior leaders
Strong interpersonal and relationship-building skills, with the ability to communicate effectively with individuals at all levels, build a strong internal network across the company, and foster positive relationships with clients and external partners
Strong calendar and travel coordination skills; comfort with tools like Google Calendar, Navan, Slack, and GSuite.
Exceptional organizational skills, attention to detail, and follow-through
Discreet and trustworthy with confidential information — this role sits close to sensitive business and people decisions
Excellent written and oral communication skills
Calm, resourceful, and solutions-oriented under pressure
Comfortable working across time zones and with executives who travel frequently
Tech-savvy and curious about AI tools that can make executive support faster and smarter
Experience in tech, ad-tech, media, or another fast-paced industry is an asset

Benefits

Comp & perks

🌐 Worldwide ❌ Jobs You've Hidden ⭐️ Saved Jobs ✅ Applied Jobs ✉️ Email Alerts 👤 Account Equativ (formerly Smart) Website LinkedIn All Job Openings 501 - 1000 employees 📱 Media 🏢 Enterprise Adtech
Media
Enterprise Equativ is a prominent player in the advertising technology industry, offering solutions to engage digital marketplaces to help advertisers reach target audiences, and providing monetization strategies for publishers to optimize revenue. Specializing in both buy-side and sell-side technologies, Equativ provides a comprehensive suite of tools for advertisers and publishers alike, including SSP, ad server technology, and CTV formats. Following a merger with Sharethrough, Equativ positions itself as one of the largest independent ad platforms in the world, focusing on openness, accountability, and fair value to achieve advertising goals. With a strong emphasis on corporate social responsibility and diversity, Equativ is committed to enhancing its service offerings, scaling campaigns, and expanding into the fast-growing retail media channel. Executive Administrative Assistant 🔥 1 minute ago 🏢🏡 New York City – Hybrid 💵 $70k - $75k / year ⏰ Full Time 🟡 Mid-level 🟠 Senior 📋 Administrative Assistant 🗣️🇫🇷 French Required Apply Now Find Hiring Managers Customize resume + cover letter Report problem ☆ Save ☑️ Mark as applied ❌ Hide 📋 Description
Own complex calendars for three members of our executive team
Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time
Build and nurture strong relationships with clients, executive stakeholders, and external partners to ensure a seamless and professional experience
Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through
Coordinate recurring leadership team meetings, QBRs, and offsites across the region
Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally
Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place
Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed
Reconcile travel expenses and submit reports on behalf of executives
Work closely with the Marketing team to support executive attendance at industry events, including registrations, travel and onsite logistics, and client invitations/events coordination
Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team 🎯 Requirements
3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role — ideally supporting multiple senior leaders
Strong interpersonal and relationship-building skills, with the ability to communicate effectively with individuals at all levels, build a strong internal network across the company, and foster positive relationships with clients and external partners
Strong calendar and travel coordination skills; comfort with tools like Google Calendar, Navan, Slack, and GSuite.
Exceptional organizational skills, attention to detail, and follow-through
Discreet and trustworthy with confidential information — this role sits close to sensitive business and people decisions
Excellent written and oral communication skills
Calm, resourceful, and solutions-oriented under pressure
Comfortable working across time zones and with executives who travel frequently
Tech-savvy and curious about AI tools that can make executive support faster and smarter
Experience in tech, ad-tech, media, or another fast-paced industry is an asset Apply Now 📊 Check your resume score for this job Improve your chances of getting an interview by checking your resume score before you apply. Check Resume Score Similar Jobs Senior Administrative Assistant 🔥 8 hours ago Genworth 1001 - 5000 ⚕️ Healthcare Insurance 💸 Finance Website LinkedIn All Job Openings Administrative Assistant supporting executives at CareScout, focused on enhancing communication and operations. Providing high-level support and managing multiple priorities in a fast-paced environment. 🏢🏡 New York City – Hybrid 💵 $62.5k - $91k / year 💰 Post-IPO Debt on 2018-03 ⏰ Full Time 🟠 Senior 📋 Administrative Assistant 🦅 H1B Visa Sponsor Office Manager 🕒 Yesterday Replit 51 - 200 Website LinkedIn All Job Openings Office Manager overseeing daily operations and events for Replit, a software creation platform, in their NYC office. Ensuring a supportive and productive workplace environment as the company scales. 🏢🏡 New York City – Hybrid 💵 $86k - $125k / year ⏰ Full Time 🟡 Mid-level 🟠 Senior 📋 Administrative Assistant 🦅 H1B Visa Sponsor Senior Administrative Assistant 🕒 6 days ago Ameriprise Financial Services, LLC 5001 - 10000 💸 Finance 💳 Fintech Website LinkedIn All Job Openings Senior Administrative Assistant managing executive tasks for Seligman Investments in New York. Involves facilitating meetings and communications for senior team members and managing administrative operations. 🏢🏡 New York City – Hybrid 💵 $80k - $90k / year ⏰ Full Time 🟠 Senior 📋 Administrative Assistant Executive Assistant – Office Manager 🕒 May 6 OP Labs 11 - 50 ₿ Crypto 🌐 Web 3 Website LinkedIn All Job Openings Executive Assistant supporting CEO and senior leadership at OP Labs while managing the NYC office operations. Overseeing complexity of schedules and facilitating office functions. 🏢🏡 New York City – Hybrid ⏰ Full Time 🟡 Mid-level 🟠 Senior 📋 Administrative Assistant Field Administrative Assistant 🕒 May 5 Ameriprise Financial Services, LLC 5001 - 10000 💸 Finance 💳 Fintech Website LinkedIn All Job Openings Administrative Assistant coordinating support and initiatives for advisors in the assigned territory at Ameriprise Financial. Providing event coordination and relationship management with advisors and staff. 🏢🏡 New York City – Hybrid 💵 $70.1k - $93.5k / year ⏰ Full Time 🟡 Mid-level 🟠 Senior 📋 Administrative Assistant View More Administrative Assistant Jobs 🌐 Worldwide Built by Lior Neu-ner. I'd love to hear your feedback — Get in touch via DM or support@remoterocketship.com Search Search Jobs by country Search jobs by city Search jobs by job title Search entry-level jobs Search junior-level jobs Search senior-level jobs Search jobs by tech stack Search jobs by contract type Search remote internships Search remote part-time jobs Remote jobs Anywhere in the World Companies Hiring Anywhere in the World Companies Hiring Sales People Anywhere in the World Companies Hiring Software Engineers Anywhere in the World Resources Advice Tips for finding remote jobs Interview questions and answers Resume examples Cover letter examples Post a job Affiliates Privacy policy Terms of service Job board SEO course AI Apply Copilot OpenClaw job finder Jobs by Country Remote jobs anywhere in the world (Worldwide remote jobs) Remote jobs United States Remote jobs Australia Remote jobs Brazil Remote jobs Canada Remote jobs France Remote jobs Ireland Remote jobs Germany Remote jobs Netherlands Remote jobs Spain Remote jobs UK Popular Jobs Remote data analyst jobs Remote customer support jobs Remote executive assistant jobs Remote marketing jobs Remote product designer jobs Remote product manager jobs Remote project manager jobs Remote recruiter jobs Remote sales jobs Remote software engineer jobs Jobs by Type Remote full-time jobs Remote part-time jobs Remote contract jobs Remote internship jobs Remote entry-level jobs Remote jobs with no experience required Remote junior jobs (1-3 years of experience) Digital nomad jobs Remote jobs with no degree required Freelance remote jobs Temporary remote jobs Remote jobs hiring now Stay at home mom jobs

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Hard Skills & Tools

calendar managementtravel coordinationexpense reportingmeeting preparationitinerary buildingconflict resolutionvendor invoice managementdocument reconciliationevent coordinationlogistics management

Soft Skills

interpersonal skillsrelationship buildingcommunication skillsorganizational skillsattention to detaildiscretiontrustworthinessproblem-solvingresourcefulnessadaptability