Executive Assistant (New York, NY)

At Stout, we're dedicated to exceeding expectations in all we do - we call it Relentless Excellence . Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.

Impact You'll Make

The Executive Assistant provides high-level administrative support to multiple service lines in the New York office. The role reports to one leader while supporting several senior professionals with competing priorities, varying deadlines, and different working styles. The Executive Assistant is expected to anticipate needs, exercise sound judgment, manage sensitive information with discretion, and help keep day-to-day priorities moving efficiently.

What You'll Do

• Manage complex and frequently changing calendars, proactively resolving scheduling conflicts and prioritizing meetings based on business needs.

• Coordinate internal and external meetings, including scheduling, conference rooms, phone/video details, travel or facility arrangements, correspondence, and meeting materials as needed.

• Serve as a professional point of contact for clients, senior leaders, and other internal and external stakeholders.

• Anticipate the needs of supported leaders, track follow-up items, and help manage competing priorities and deadlines across multiple service lines.

• Arrange and coordinate domestic and international travel for team members, including itineraries and related logistics.

• Prepare, track, and reconcile expenses for team members.

• Assist managers with the work intake process, including obtaining job codes and running conflict checks.

• Assist with engagement and proposal letters and prepare various correspondence and documents.

• Assist with time entry and check requests.

• Coordinate the report production process and support preparation and organization of client-facing materials.

• Update and maintain HubSpot and other internal systems and records as needed.

• Coordinate conference, continuing education, membership, and subscription registrations and renewals.

• Assist in coordinating business development and marketing efforts with the firmwide marketing group, including client and contact gifts, tombstones, group qualifications and CVs, client references, and other marketing collateral as needed.

• Research professional organizations, networking opportunities, and other business needs as requested.

• Work in tandem with and provide backup support to the Office Coordinator/Manager, including meeting support, FedEx shipments, filing, organization, and other office needs.

• Handle confidential and sensitive information with a high degree of discretion and professionalism.

• Perform other administrative and project support duties as needed.

What You'll Bring

• Advanced proficiency in Microsoft Outlook and strong proficiency in Word, PowerPoint, and Excel; comfortable learning new systems and technology.

• Excellent written communication, grammar, and proofreading skills.

• Demonstrated proficiency using AI tools to improve productivity, streamline workflows, and support day-to-day business activities.

• Strong attention to detail and commitment to accuracy.

• Excellent interpersonal and communication skills, with the ability to interact professionally with senior leaders, clients, and colleagues.

• Strong organizational and time-management skills with the ability to prioritize and manage multiple assignments with competing deadlines.

• Proactive, resourceful, and able to anticipate needs and follow through with limited supervision.

• Sound judgment and a high level of discretion when handling confidential or sensitive information.

• Ability to learn quickly, adapt to change, and work effectively with varying working styles.

• Ability to remain composed, flexible, and service-oriented in a fast-paced professional environment

Education & Experience

• High school diploma required; college degree preferred.

• 8 or more years of previous administrative or executive support experience required; experience within a professional services firm preferred.

• Demonstrated experience supporting multiple senior professionals or executives in a high-volume environment preferred.

How You'll Thrive

• Stay organized and effectively manage competing priorities.

• Take initiative and ownership of administrative responsibilities.

• Build strong working relationships across teams and functions.

• Adapt quickly to changing needs and deadlines.

• Maintain professionalism and a high standard of quality in all work.

• Support both operational excellence and team collaboration.

Why Stout?
At Stout, we offer a comprehensive Total Rewards program with competitive compensation, benefits, and wellness options tailored to support employees at every stage of life.

We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve.

We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals.

Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives.

Learn more about our benefits and commitment to your success.

https://www.stout.com/en/careers/benefits

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

Stout is an Equal Employment Opportunity.All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law.

Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.