Executive Assistant - International WELL Building Institute

We're seeking an experienced and professional Executive Assistant to support IWBI's CEO. If you thrive in a fast-paced environment and would love to join a company that's literally changing how we look at the spaces we occupy, this might be the right match.

The Executive Assistant will provide primary support to the CEO and be an integral member of IWBI's team, contributing positively to the work environment and IWBI's reputation for professionalism and quality. This position provides general calendar/schedule management, travel arrangements, communication and coordination with clients, partners and employees, and other duties/tasks as required. Flexibility is key, as is attention to detail, excellent communication skills, a fast response time and an acute sense of discretion, sound judgment and confidentiality. This position requires the ability to be available off business hours (9am - 6pm EST) when necessary. In return, we offer a competitive salary, many benefits and perks, and flexibility to work in a hybrid environment.

Responsibilities:

• Calendar Management including responding to requests, confirming times and locations, setting up conference calls, etc.
• Prepare CEO for her day-to-day activities by providing documents, schedule and other updates
• Domestic and international travel arrangements including ground and air travel, hotels, coordinating & acquiring travel visas
• Coordinate social functions such as attendance at galas and benefits
• Handle catering requests and basic meeting logistical support
• Maintain all relevant files, contacts and documents
• Update CEO with all important incoming information
• Prepare and review expense reports for approval
• Discretion when handling all confidential information
• Other ad hoc duties and requests as assigned
• Very tech-savvy and adept at social media platforms—LinkedIn, X, Instagram, etc. (real-time video editing, podcast, etc..)
• Provide on-site support for hosting staff and small VIP events 

Candidate Profile & Prerequisites:

• Bachelor's degree required
• Experience supporting top-level (C-Suite) executives in a fast-paced setting
• Efficiency with your time – know how to prioritize
• Patience, perceptiveness and responsiveness
• Work well with company executive staff and team members
• Strong sense of personal responsibility and accountability for delivering consistently high-quality work
• Strong organizational and time management skills
• Ability to track, prioritize, and follow up on projects and assignments
• Must be a good writer - excellent, polished written and verbal communication skills including mastery of grammar and spelling
• Strong personable/interpersonal and customer service skills
• Experience and interest in constantly improving systems, processes, and methods
• Interest or background in health/wellness and/or real estate is a plus
• Other duties as assigned
• Occasional travel

Position Details:

• Position: Executive Assistant 
• Salary range: $90,000 - $120,000 annually
• Location: Hybrid - NYC based (Eastern Time Zone Preferred)
• Status: Full-time
• Weekly Work Hours: 40 hours/week

The company is not sponsoring work visas for this position. Candidates must have valid and current work authorization in the United States to be considered.

NOTE: This hybrid position requires full-time residence in New York City, with the ability to effectively navigate NY.

Compensation: The salary for this position is competitive and commensurate with prior experience.  A comprehensive benefits package is included for full-time employees.         

Applicants are selected based on their qualifications for this position and without regard to the applicant's race, color, ethnic or national origin, religion, creed, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, marital or partnership status, citizenship or alienage status, veteran status, whether children are, may be or would be residing with a person, or any other characteristic protected by law.  

About the International WELL Building Institute

The International WELL Building Institute (IWBI) is a public benefit corporation and the global authority for transforming health and well-being in buildings, organizations, and communities. In pursuit of its public-health mission, IWBI mobilizes its community through the development and administration of the WELL Building Standard (WELL), WELL for residential, WELL Community Standard, its WELL ratings, and management of the WELL AP credential. IWBI also translates research into practice, develops educational resources, and advocates for policies that promote people-first places for everyone, everywhere. More information on WELL can be found here.