Executive Assistant

Our client, a global portfolio company with multiple well-known consumer and lifestyle brands, is seeking a highly polished and proactive Executive Assistant to support two senior HR leaders across the organization.

This is an ongoing contract opportunity with strong temp-to-perm potential for the right fit, based on performance and business needs. The ideal candidate will be comfortable supporting two senior executives simultaneously while managing calendars, invoicing, procurement, project coordination, global stakeholders, and day-to-day executive priorities.

Position Details

• Location: New York, NY
• Work Model: Hybrid — onsite Tuesday through Thursday; remote Monday and Friday
• Schedule: Full-time, Monday–Friday
• Compensation: $50–55/hour
• Employment Type: Ongoing contract
• Temp-to-Perm Potential: Strong potential for the right fit based on performance and business needs

What You’ll Do

• Provide dedicated executive support to two senior HR leaders with global teams and direct reports.
• Manage complex but generally straightforward executive calendars, scheduling across multiple time zones and global stakeholders.
• Coordinate meetings, agendas, logistics, communications, catering, expenses, and occasional offsites or larger team events.
• Support invoice processing, vendor setup, procurement workflows, and expense-related activities.
• Work closely with procurement and finance partners to track outstanding invoices, vendor payments, and accruals.
• Follow up on outstanding invoices and anticipated spend to help ensure expenses are properly captured within the appropriate month, quarter, or fiscal period.
• Maintain awareness of budgets and spending activity and flag situations where expected invoices or expenses have not yet been received.
• Use Ariba/Buying Hub or similar procurement systems to support vendor setup, invoicing, purchase processes, and related administrative needs.
• Partner across global teams to ensure scheduling, communications, and follow-ups remain organized despite different time zones.
• Support occasional needs that may come up outside of traditional business hours due to the global nature of the teams. These are generally small or non-urgent items and do not require constant after-hours availability.
• Serve as a trusted point of contact across HR, Finance, Procurement, Technology, and other internal stakeholder groups.

Project & Technology Coordination

A portion of this role will support ongoing HR technology and transformation initiatives.

• Provide project coordination support for ongoing Workday-related initiatives, innovation programs, and emerging AI projects.
• Help maintain project rhythms and operating routines established during prior Workday transformation work.
• Schedule recurring project meetings, working sessions, check-ins, and stakeholder touchpoints.
• Coordinate communications, meeting materials, action items, and follow-ups.
• Help keep teams accountable to timelines, deliverables, and recurring project milestones.
• Support project-related offsites, team meetings, catering, expenses, and logistics.
• Work closely with internal project leads who will provide direction on priorities and deliverables.
• No hands-on Workday configuration or technical expertise is required; this role is focused on coordination, organization, communication, and keeping initiatives moving forward.

What We’re Looking For

• Strong Executive Assistant experience supporting senior leaders within a fast-paced, complex corporate environment.
• Must have experience supporting more than one executive at a time.
• Strong calendar management, scheduling, and prioritization skills.
• Experience with invoicing, expenses, vendor management, and procurement processes.
• Ariba experience strongly preferred; experience with a similar procurement or vendor-management platform may also be considered.
• Comfortable partnering with Procurement and Finance teams on vendor setup, invoices, expenses, and accrual tracking.
• Basic financial acumen and comfort working with numbers, budgets, invoices, and monthly accrual concepts.
• Strong project coordination skills with the ability to organize meetings, communications, timelines, follow-ups, and recurring operating rhythms.
• Experience supporting global executives or teams across multiple time zones strongly preferred.
• Excellent communication skills, sound judgment, discretion, and executive presence.
• Ability to remain calm and organized when priorities shift or multiple requests come in at once.
• Proactive mindset with the ability to anticipate needs and follow through without constant direction.
• Highly trustworthy and comfortable handling confidential information.
• Flexible, collaborative, and service-oriented approach.

Ideal Background

Industry experience is flexible. The team is most focused on maturity, capability, judgment, executive support experience, and comfort operating within a large global organization.

Candidates from environments such as consumer, retail, luxury, financial services, technology, or other fast-paced corporate settings may be especially well aligned.

• Experience supporting HR, People, Technology, transformation, or enterprise project teams is a plus.

• The Ideal Candidate: This person is more than a calendar manager. They are a trusted operational partner who can keep two senior executives organized while also managing the important details behind the scenes — invoices, vendors, accruals, project coordination, global scheduling, communications, and team logistics.

• The strongest candidate will be comfortable moving between traditional executive support and project coordination, understand when to follow up on financial or administrative items, and make a complex global environment feel organized and seamless.