US Executive Assistant

About the Role

The USA Research Desk Assistant provides administrative and secretarial support to research analysts, economists and strategists. The Desk Assistant helps ensure a smooth running operation of the department by working closely with the publishing analysts and their teams, the Business Managers and the other team assistants on various recurring and ad hoc assignments.

Key Responsibilities

• Coordinate domestic and international travel arrangements, including flights, trains, hotels, car services, rental cars, and detailed itineraries, using approved travel systems and policies.
• Prepare and submit travel requests and approvals, ensuring all travel activity complies with internal travel and expense guidelines.
• Create, review, and submit expense reports, attach receipts, itemize charges, code expenses appropriately, and reconcile corporate card and out-of-pocket expenses.
• Manage complex calendars, schedule meetings across multiple stakeholders, identify open meeting times, send invitations on behalf of others, and include appropriate conferencing details.
• Coordinate in-person meetings, including conference room reservations, visitor security access, catering, IT support, workspace bookings, and access to relevant office locations.
• Create and manage internal distribution lists, shared mailboxes, smart email lists, and related communications tools.
• Assist with event and conference call setup in internal event systems, including adding employees or clients, sending calendar details, and coordinating travel or hotel logistics for events.
• Maintain strong knowledge of internal platforms, workflows, and policies to serve as a reliable resource for team members and executives.

Requirements & Tech Stack

• Prior administrative, executive assistant, team assistant, or office coordination experience preferred.
• Strong proficiency with Microsoft Outlook, Teams, Excel, Word, and related business productivity tools.
• Experience with travel booking, expense reporting, meeting coordination, and office logistics strongly preferred.
• Ability to manage multiple priorities, follow through on details, and anticipate needs in a fast-paced environment.
• Excellent written and verbal communication skills, with a professional and service-oriented approach.
• High level of discretion, judgment, and reliability when handling confidential information and sensitive requests.
• Comfort learning internal systems, policies, and approval workflows.
• Curiosity to explore how AI can improve how we build, deliver, and optimize workflows, with sound judgment for validating outputs and aligning with policies, risk standards, and ethical use.

Qualifications

None explicitly stated beyond the experience and skills listed above.

Salary Information

United States - New York - New York

Indicative gross base salary range (full-time equivalent): USD 85,000 - 100,000 /annum