Executive Assistant - New Business

Job Title: Executive Assistant

Location: New York, NY

Start Date: ASAP

Whalar, part of Accenture Song is the leading, most awarded Creator and Social agency. We transform brands into cultural drivers by unlocking the full creative power of Creators.

We go beyond the conventional social and influencer strategy. We have the technology and methodology to tap into the beating pulse of communities, listen to nuances that move culture, and connect brands in ways that make them unforgettable.

With hubs in London, Berlin, New York, and Los Angeles, our reach is global.

 Learn more: https://www.whalar.com/

About the role:

Whalar Agency is looking for an Executive Assistant, New Business to be the right hand of our CEO and keep our New York office running smoothly. Reporting to our Chief of Staff, you'll own our CEO's calendar, travel and day-to-day priorities, staying a step ahead so things are handled before anyone has to ask. You'll also run our Wall Street office, making it a welcoming place for our team, clients and guests, and give hands-on support to our Chief of Staff, our client business team and other stakeholders across the business.

Here’s what you’ll do day-to-day:

• Own our CEO's complex, high-volume calendar, balancing competing priorities and sharing a weekly look-ahead so nothing catches them off guard.
• Plan travel for our CEO as soon as commitments are confirmed, laying out options and managing itineraries and logistics, including some personal and family travel arrangements and errands.
• Manage every client and guest visit from start to finish: registering guests with the building, welcoming them in the lobby and making sure meeting rooms are set up and ready.
• Run daily reception, making a great first impression on clients, guests and partners.
• Act as office manager for our Wall Street office: keep it well stocked and welcoming, coordinate vendors and catering, and organize team breakfasts, lunches and happy hours.
• Support our Chief of Staff, client business team and other senior stakeholders as needed, from office and team logistics to client setup, room bookings and expense reports. Occasionally support travel needs. 
• Secure high-priority restaurant reservations and coordinate client dinners and event hospitality.
• Research upcoming meeting participants and key stakeholders on LinkedIn, and build structured attendee lookbooks ahead of external meetings and events.
• On occasion help prepare for Creator panels hosted by our leaders, including drafting questions that play to each Creator's strengths.

Here’s what we’re looking for:

• Significant experience supporting a C-suite executive, including managing a complex calendar and travel.
• A proactive, anticipatory approach: you spot what's needed and handle it before you're asked, and you only need to be shown something once.
• Calm, sound judgment under pressure, with experience in fast-paced, high-stakes environments such as consulting, finance, tech or agencies.
• Experience running an office or front of house, with a hospitality-oriented mindset and confidence as the first point of contact for clients, guests and senior stakeholders.
• Strong organizational skills and the ability to juggle shifting priorities across several people without losing track of details.
• High discretion and sound judgment when handling confidential business information and personal or family details.
• Confidence with digital research, especially LinkedIn, and with turning what you find into clear, well-organized materials.
• Clear, professional written and verbal communication.

This role is based in our Wall Street, NY office, where you'll work on-site four days a week, Monday through Thursday. Being in the room with our leadership team is at the heart of this role, and you'll have the flexibility to work from home when our leaders are traveling or calendar demands allow.

The salary range for this role is $110,000 - $130,000 and serves as a general guideline for the potential compensation. The final salary offer will be determined based on a comprehensive evaluation of factors such as the candidate's experience, expertise, alignment with the position's requirements, location, and, ultimately, budget approvals.

Our values:

At Whalar, diversity, equity, and inclusion (DEI) isn't just a statement, it's our collective strength. Our people are our superpower. A diverse team and inclusive leadership have shaped Whalar since our inception in 2016, fueling a constant evolution of growth. We champion a culture of respect and empathy, fostering a sense of belonging that transcends demographics. We hire individuals of all backgrounds and empower them to thrive, challenge stereotypes, and actively break societal barriers. 

The perks:

Whalar provides flexible benefits and collaborative work environments/experiences, so employees can work productively in a setting that best and uniquely suits their needs.

• Medical, Dental, Vision
• 25 days of PTO + Sick days + Winter break
• Retirement planning with employer match
• Monthly phone/internet reimbursement
• Professional development stipend
• New joiner's Home office allowance 
• Up to 16 weeks of paid parental leave
• Volunteer days
• Identity theft protection & Legal assistance
• Company Paid Life & Disability Insurance
• Voluntary Life Insurance Policy
• Voluntary Hospital and Critical Illness Insurance
• Voluntary Pet insurance
• Employee Resource Groups

Whalar provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, training, working conditions, compensation, and benefits.