Please login/register to apply for this job.
20 Jan 2023

Full-Time Executive Assistant – Posted by New York, New York, United States

Job Description

Executive Assistant

New York, NY (Union Square)
In office M-Th and most Fridays

FLSA status: non-exempt

Start date: flexible, but preferably as soon as possible

This Executive Assistant opportunity is based in Galvanize’s New York (Union Square) office, reporting to the Head of Real Estate (also based in New York). Given the startup nature of the organization, job duties can vary widely. An entrepreneurial spirit and comfort with ambiguity and with shifting priorities are essential attributes for successful new hires. A typical week may entail heavy calendaring work including travel arrangements and meeting prep, greeting external guests and making sure they are comfortable, managing contacts for the Head of Real Estate, tracking meetings with potential investors, and covering for other administrative professional teammates in other Galvanize offices who are on PTO.

This role is great for a self-starter who enjoys interacting with a diverse team and has been passionate about the climate crisis even before it has dominated news headlines. You will play a pivotal role in the development of a mission-driven organization that is focused on being forward-thinking and cares deeply about its people.

Essential Duties and Responsibilities: 

  • Maintain calendar, book and manage travel, and handle scheduling requests for the Head of the Real Estate (based in New York), a senior Portfolio Manager for the Global Growth Equities team, plus booking travel for 4-5 additional real estate executives based in the Eastern time zone
  • Maintain contacts for the Head of Real Estate
  • Tracking meetings and interactions with potential investors
  • Build detailed work-related travel itineraries for the Head of Real Estate, arranging for all travel and accommodations
  • Work with the Head of Real Estate to handle scheduling, agenda setting, document collection and logistical execution of regular Investment Committee meetings
  • Submit monthly expense reports on a timely and accurate basis on behalf of supported executives
  • Represent Galvanize with the highest degree of professionalism and enthusiasm for our mission when liaising with external parties. This includes conversational interactions, written correspondence, and in-person meetings that may require greeting guests, delivery providers, and other visitors. Ensure COVID-related protocols for visitors are followed.
  • In partnership with the GRE team, coordinate regular webinars or in-person thought leadership events, by managing scheduling, making necessary reservations, helping with A/V, drafting agendas and invitations, and managing and tracking attendance
  • Manage real estate specific subscriptions, memberships, and publications and other budgeting and data tracking as may be necessary

Critical Attributes and Strengths: 

  • Ability to work independently, demonstrate initiative, and take ownership
  • Must be highly organized, yet flexible with a willingness to change priorities quickly
  • Exceptional attention to detail
  • Excellent discretion, judgment, and tact; be an excellent ambassador of the firm to the public, external partners, and stakeholders
  • Proactively anticipate needs and cultivate solutions
  • Have a sense of humor and patience
  • An ability to “read the room” and deploy a specific verbal communication style as warranted (e.g., direct and brief for certain persons, social or thoughtful for other persons)


  • High school diploma or general education degree (GED)
  • Prior experience managing calendars and travel for multiple executives, ideally within a financial services or professional services firm
  • Highly motivated to address the climate crisis
  • Strong customer service orientation, specifically, working “above and beyond” to creatively problem solve on behalf of others
  • Proficiency in Google Workspace (e.g., Google Calendar) and Microsoft Office


  • Event planning experience
  • Technically savvy


  • $43.27 – $60.10 per hour (depending upon experience and qualifications)


  • Employer-paid health coverage for employee, spouse, and dependents
  • 401(k) plan with employer match
  • 25 days of PTO including vacation, personal days, or sick leave
  • Monthly wellness benefit that covers a broad range of activities
  • Annual stipend for employer-sponsored professional development opportunities
  • A collaborative and inclusive culture that is committed to recruiting, retaining, engaging, and developing a pool of talent that is diverse across all dimensions

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: Admin, climate, operations, and real estate. Salaries: 80,000 - 100,000.

Job expires in 14 days.

47 total views, 1 today

Apply for this Job