{"id":2572414,"url":"https://alion.io/job/ahead-executive-assistant","title":"Executive Assistant","company":{"id":3614,"name":"AHEAD","domain":"ahead.com","url":"https://alion.io/company/ahead","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"B","score":72,"open_postings":53,"ghost_share":0,"stale_share":0.906,"repost_share":0,"time_to_fill_p50_days":64,"computed_at":"2026-10-14T06:34:16Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":85000,"max":115000,"currency":"USD","period":"year","gross":null,"usd_annual":115000},"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-14T19:04:35Z","employer_posted_date":"2026-10-14","last_verified_at":"2026-10-15T02:42:38Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"The Executive Assistant serves as a trusted and highly proactive partner to one or more C-level executives at AHEAD. By protecting executive time, anticipating needs, organizing competing priorities, and driving follow-through, this role creates the leverage needed to focus on the highest-value work. A central part of the role is making day-to-day executive work easier by knowing what is needed before it is requested, removing friction, and creating a smooth, well-organized experience around the work.\nThe ideal candidate brings exceptional judgment, discretion, organization, and communication skills. They are comfortable operating with limited direction, quickly distinguish what is urgent from what is important, and represent executive leadership and AHEAD with professionalism and polish in every interaction.\nRole & Responsibilities:\nExecutive partnership and prioritization\nServe as a strategic thought partner and primary point of contact for executive leadership, internal leaders, employees, clients, partners, and other external stakeholders.\nDevelop a strong understanding of each executive’s priorities, working style, relationships, and decision-making preferences.\nAnticipate needs, identify risks, and recommend solutions before issues become urgent.\nTriage competing requests by determining what requires two or more executives’ attention, what can be delegated, and what should be deferred.\nMaintain visibility into open commitments, decisions, and follow-up items, and drive accountability through completion.\nCalendar and meeting leadership\nOwn the complex and dynamic calendars of multiple executives, balancing strategic priorities, internal operating rhythms, client and partner commitments, travel, and personal focus time.\nProtect executive time by resolving conflicts, managing tradeoffs, and ensuring that meetings have a clear purpose and the right participants.\nPrepare the relevant executive for meetings by gathering background information, briefing materials, agendas, talking points, and relevant decisions or action items.\nCapture and distribute action items as appropriate, ensuring that decisions and next steps are documented and advanced.\nCommunications and information flow\nCommunicate on behalf of the executive in a tone that is clear, thoughtful, responsive, and aligned with AHEAD’s standards.\nMonitor executive inboxes and incoming requests with sound judgment, confidentiality, and an understanding of organizational context.\nWhen required to draft, edit, and proofread correspondence, presentations, meeting materials, and other communications in the appropriate executive’s voice.\nProvide timely updates on emerging issues, organizational developments, upcoming commitments, and decisions requiring attention.\nTravel, expenses, and logistics\nCoordinate domestic and international travel, including air, hotel, ground transportation, itineraries, changes, and travel-related materials.\nManage expense reporting and related approvals accurately and on time.\nOwn end-to-end logistics for executive meetings, offsites, and events, including: \nRoom selection, setup, and AV or virtual platform readiness\nCatering and refreshment orders, dietary needs, and vendor coordination\nOn-site hosting of guests, including greeting, directions, and parking or access\nPost-meeting cleanup and room reset, stepping in personally when needed\nSpecial projects and executive operations\nCreate practical systems, templates, and operating rhythms that improve executive effectiveness and reduce friction.\nPartner with other Executive Assistants and cross-functional teams to coordinate coverage, improve processes, and provide consistent executive experience.\nSupport preparation for senior leadership, board, advisory, and client-facing engagements as assigned.\nHandle sensitive information with the highest level of discretion and professionalism.\nOffice Presence, Availability, and Responsiveness\nWork in the office 4-5 days per week. An in-person presence is required when the executive(s) you support are in the office, when the office administrator needs backup coverage, as well as key meetings and events.\nTreat the role as a 24/7 executive support position, remaining available and attentive beyond standard business hours.\nAlways respond promptly to time-sensitive needs.\nAnticipate what the supported executives may need before they ask.\n\nRequired Qualifications:\nFive or more years of experience supporting one or more C-level executives, senior executives, or equivalent leaders in a complex, fast-moving organization.\nDemonstrated ability to manage a high-volume, constantly changing workload while maintaining accuracy, composure, and attention to detail.\nExceptional organizational, prioritization, and time-management skills.\nStrong written and verbal communication skills, including the ability to draft polished executive communications.\nHigh emotional intelligence, sound judgment, and the ability to handle confidential information appropriately.\nAlways demonstrates professionalism, including in high-pressure situations and when representing the executive and AHEAD.\nA genuine can-do attitude. Always willing to roll up your sleeves and chip in. You move comfortably between strategic work, like advising on sensitive matters, and hands-on tasks, like resetting a room after an executive lunch. \nProven ability to anticipate needs, identify risks, and independently move work forward.\nStrong proficiency with Microsoft 365, calendar and travel tools, virtual meeting platforms, and presentation and document tools.\nA college degree or equivalent professional experience.\nPreferred Qualifications:\nExperience supporting an executive in a professional services, technology, consulting, or similarly client-focused environment.\nExperience coordinating executive leadership meetings, offsites, board or advisory meetings, and high-visibility company events.\nExperience working across multiple time zones and with geographically distributed stakeholders.\nExperience managing projects, improving administrative systems, or coordinating work across an EA team.\nHow You Work:\nYou are proactive rather than reactive and bring solutions, not just problems.\nYou are discreet, dependable, and trusted with sensitive information.\nYou remain calm under pressure and are comfortable making informed decisions with incomplete information.\nYou stay above the fray, maintaining perspective, discretion, and professionalism even when circumstances are tense or competing priorities arise.\nYou communicate directly and thoughtfully, and you follow through on your commitments.\nYou know when to move independently and when to escalate.\nYou balance warmth and approachability with the confidence to protect priorities and maintain boundaries.\nYou take pride in creating a polished, seamless experience for the supported executives and everyone who works with them.\nWhat Success Looks like:\nSuccess in this role means enabling the executive and key stakeholders to work with greater focus, clarity, and consistency.\nExecutive time is aligned with the highest-value priorities, with fewer avoidable conflicts and interruptions.\nMeetings are purposeful, well-prepared, and followed by clear decisions and next steps.\nImportant information reaches the appropriate executive at the right time, with appropriate context and a recommended path forward.\nCommitments are tracked, stakeholders are informed, and follow-through is reliable.\nTravel booking, expenses, events, and executive logistics are handled smoothly and proactively.\nThe supported executives, leadership team, and key partners experience the EA as a trusted, responsive, and highly capable representative of AHEAD.\nProgress in this role is demonstrated through increasing impact, autonomy, and scope-not simply through the volume of tasks completed.\nFirst 90 days\nBuild trusted working relationships with the supported executives and key stakeholders.\nEstablish a reliable understanding of each executive’s priorities, preferences, communication norms, recurring commitments, and decision-making patterns.\nBring the calendar, inbox, travel, expenses, and follow-up systems to a consistent and well-organized state.\nIdentify recurring friction points and implement at least two practical improvements to reduce avoidable interruptions, rework, or scheduling conflicts.\nConsistently prepare the relevant executives for priority meetings with the right context, materials, and next steps.\nBy six months\nIndependently manage each executive’s operating rhythm, including calendar strategy, meeting preparation, travel, communications, and follow-through.\nDemonstrate measurable improvement in calendar quality, including fewer avoidable conflicts, clearer meeting purposes, better preparation, and protected focus time.\nMaintain a dependable action-item and commitment-tracking process, with timely follow-up and clear ownership.\nEarn strong trust from the supported executives and key partners through discretion, responsiveness, sound judgment, and proactive communication.\nOngoing measures of success\nExecutive time is increasingly focused on the highest-value priorities.\nPriority meetings are prepared, decisions are clear, and follow-through is visible.\nRequests and information are triaged accurately and handled with appropriate urgency.\nStakeholders experience timely communication, clear expectations, and dependable execution.\nTravel, expenses, events, and logistics are completed accurately with minimal escalation.\nThe scope of responsibility, level of independence, and strategic contribution continue to grow. \nReporting Relationship:\nThis role reports to the Manager, Executive Experience and Services, while receiving day-to-day direction from the C-level executive or executives it supports. 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