Executive Administrative Assistant

Datasite is where deals are made. We provide the data rooms and SaaS technology used in M&A and other high-value transactions, to deliver projects in more than 170 countries. Carrying that success into the future is all about you. Your useful skills, your unusual experience, your unique ideas. Everyone here brings something unexpected. What’s yours? Invest your talents in us, and we’ll return the compliment.

Job Description:

The Executive Administrative Assistant (EA) will directly support the Chief Human Resources Officer (CHRO) with focus on coordinating a large amount of information, requests, and competing priorities by handling any/all administrative duties on their behalf. The ideal candidate will possess a professional demeanor, strong respect for confidentiality, a collaborative spirit, and a customer-service oriented attitude. Essential skills include excellent multitasking ability, strong verbal communications and proofreading skills, strong Microsoft proficiency, and the ability to maintain composure under pressure.

The EA will be responsible for the following day-to-day activities:

• Provide administrative support to the CHRO including:

  • Manage key functions such as scheduling appointments and ensure a conflict-free calendar (Microsoft Outlook)

  • Ensure the CHRO is prepared for and has all necessary information and documents to support all appointments and upcoming deadlines

  • Draft and distribute correspondence to business partners and internal stakeholders

  • Phone and email screening; respond to complex and varied requests on behalf of CHRO

  • Arrange travel and prepare timely expense reports (Concur)

  • Prepare agenda items, reports (Excel), presentations (PowerPoint), and other documents, often of a highly sensitive and confidential nature

  • Provide exceptional customer service to both internal and external clients

  • Coordinate, plan, and help lead meetings/town halls (Microsoft Teams)

  • Take meeting minutes and distribute accordingly

  • Liaise with other departments and committees to accomplish special projects

  • Manage HRIS tasks on behalf of CHRO (Workday)

  • Undertake other tasks and projects as assigned

• Work closely with other C-suite executive assistants to coordinate materials for management and Board of Directors meetings

  • Ensure that executives meet commitments and deadlines by confirming the completion of requested actions and materials

  • Communicate directly, and on behalf of the CHRO, with Board members, company leaders, and others on matters related to C-suite initiatives

  • Serve as a liaison between executives and internal departments, demonstrating leadership, credibility, trust, and support with senior management staff

  • Provide support to other Executives as needed

This is a hybrid position in NYC; flexible with in office days and minimal travel required.

Skills and Knowledge:

• Exceptional administrative and project management skills, with a keen eye for detail, accuracy, and organization. The ability to develop timelines and execute tasks on time is critical.

• Strong judgment and ability to maintain confidentiality

• Excellent verbal and written communication skills

• Ability to work with diverse groups, maintain diplomacy, and negotiate tactfully

• Strong problem-solving and analytical abilities

• A collaborative mindset, as well as the ability to work independently and make decisions

• Ability to thrive in a fast-paced environment and quickly adapt to changing business needs with tight deadlines

• Positive, professional attitude with a strong customer service orientation

• Highly organized, with the ability to prioritize and manage multiple tasks and deadlines

• Demonstrate initiative, identifying potential issues and solutions before they reach the CHRO

Qualifications and Experience:

• At least 5 years of relevant professional experience; prior experience supporting a CHRO is a plus

• Bachelor’s degree or equivalent education

• Advanced computer/technology skills, including proficiency in Microsoft Office (Word, Excel, Teams, PowerPoint and Outlook)

• Workday experience is a plus

The base salary range represents the estimated low and high end for this position at the time of this posting. Consistent with applicable law, each candidate’s compensation offer may vary and will be determined based on but not limited to, your geographic region, skills, qualifications, and experience along with the requirements of the position. Datasite reserves the right to modify this pay range at any time.

$69,480.00 - $115,440.00

As a global organization, Datasite knows that diverse perspectives are essential to our success. We’re committed to maintaining a diverse workforce to serve our customers around the world. Datasite is an equal opportunity employer (EEO) and furthers the principles of EEO through Affirmative Action.