Job Description

Our client is looking for a highly organized, execution-driven Executive Assistant to act as the right hand to senior leadership. This is not a traditional EA role. You will be responsible for ensuring that priorities move forward, follow-ups are completed, reporting is accurate, and nothing falls through the cracks across operations, sales, and partner relationships. If your strength is scheduling meetings and waiting for direction, this role is not for you. If you naturally take ownership, chase outcomes, and bring structure to chaos, you will thrive here.

Location: Airmont, NY
Reports To: CEO
Employment Type: Full-Time
Schedule: Onsite/Hybrid
Salary Range: $75,000 - $85,000 USD/Annually

Core Responsibilities

• Own and track all follow-ups from meetings until completion
• Proactively follow up with internal teams, brokers, and partners for updates
• Ensure nothing gets “stuck” or forgotten
• Maintain and update recurring reports (commissions, pipeline, activity tracking)
• Identify discrepancies and flag issues proactively
• Ensure leadership always has accurate, up-to-date data
• Prepare agendas, materials, and context for key meetings
• Capture action items and ensure accountability post-meeting
• Coordinate across internal and external stakeholders
• Support onboarding of new partners
• Track applications, submissions, and progress
• Assist in maintaining strong communication flow across relationships
• Help streamline processes and reduce inefficiencies
• Assist with internal alignment (sales, ops, leadership)
• Step in wherever execution gaps exist

Qualifications

• Follow-through with a proven ability to drive tasks and projects through to completion
• Strong sense of ownership and accountability across all areas of responsibility
• Exceptional attention to detail, ensuring high standards of accuracy and quality
• Highly organized and structured thinker, able to bring clarity to complex situations
• Tech-savvy with experience leveraging AI and automation tools to improve efficiency, streamline workflows, and enhance operational processes
• Proficiency in platforms and systems including AI tools, Constant Contact, Asana, Microsoft Office Suite, and industry-specific software such as SmartOffice
• Experience supporting marketing campaigns, promotional initiatives, and live or virtual events through content coordination, logistics, audience engagement, and execution
• Strong organizational, communication, and project coordination skills, with the ability to manage multiple priorities, support timelines, and keep initiatives moving efficiently in fast-paced environments

Experience:

• 2–5+ years in operations, EA, or coordination role with ownership
• Experience managing tasks, reporting, or workflows
• Strong with tools (Excel/Sheets, CRM, task managers)

Compensation
The published salary range is used as a guide to provide prospective candidates with a level of compensation that is competitive with today’s market. The salary range for this position is a good faith estimate that allows for flexibility to align with various levels of experience, education, and performance.

EEO Statement
Topaz HR is an Equal Opportunity Employer, and we do not discriminate on the basis of race, color, religion, gender, national origin, age, disability, or any other status protected by applicable law. We value and are committed to creating an inclusive environment for all employees.

Please Note: Topaz HR is conducting this search on behalf of one of our clients. The employer's name will be disclosed during the interview process, and all hiring decisions will be made directly by the client.