Executive Assistant

About Crossmedia

Crossmedia is a global independent media agency built on the principles of trust, reason, and the pursuit of happiness. Established in New York in 2000, the US business is among the largest minority-owned, full-service media planning and buying agencies in the country. The company has more than 500 people across the world and continues to scale with a people-first mindset.

The agency focuses on creating meaningful connections between brands and audiences across any channel or budget, while maintaining transparency and objective decision-making. It supports employee growth and well-being through a wide range of cultural, professional, and personal initiatives. Crossmedia has been recognized as a top workplace by Ad Age for seven consecutive years.

The company operates offices in New York and Philadelphia, with team members across more than 25 states, as well as in London and Germany. Its client portfolio includes U.S. Bank, Invesco, Newell Brands, NASCAR, Planet Fitness, American Cancer Society, Ricola, Herschend Family Entertainment, Edible Arrangements, and more.

Role Overview

Crossmedia is looking for an Executive Assistant to support selected members of the Executive Leadership Team. The role combines day-to-day administrative support with assistance for on-site meetings and events in partnership with the Operations team. This position is based in New York and follows a hybrid setup; however, the role requires being in the office most of the time, typically four days per week, and additionally whenever executive or event support is needed.

The right candidate will help leaders stay organized, focused, and strategically available by keeping calendars coordinated, travel plans seamless, information organized, and priorities managed effectively.

Key Responsibilities

• Improve the productivity and concentration of assigned executive leader(s) so they can help drive agency objectives in line with company values.
• Coordinate complex schedules and arrange meetings across domestic and international time zones, working with both internal and external stakeholders.
• Oversee travel planning, including transportation, accommodations, and advance coordination such as itineraries and local details.
• Manage executive communications by screening and prioritizing incoming messages and requests, drafting correspondence for clients and vendors, maintaining contacts, and coordinating with internal leaders as needed.
• Support executive meetings by reserving conference rooms and arranging food, beverages, IT support, and other required resources.
• Take care of executive documentation such as expenses, timesheets, and internal process submissions, ensuring everything is completed on time and complies with requirements.
• Monitor executive communications outside standard hours when necessary, including occasional weekend check-ins, so urgent matters receive prompt attention.
• Handle all materials and conversations with discretion, professionalism, and strict confidentiality.
• Assist with both on-site and off-site agency meetings and events in coordination with the Operations team.
• Complete other projects and requests as assigned.

Required Profile

• At least four years of administrative experience supporting senior leadership directly.
• Strong initiative, practical problem-solving ability, and a proactive working style.
• Highly organized with strong attention to detail and the ability to anticipate executive needs.
• Excellent time management and the ability to juggle several priorities and projects at once.
• A collaborative, team-focused approach.
• Strong written and verbal communication skills.
• Comfort using Microsoft Word, PowerPoint, Excel, and Outlook; experience with Smartsheet is considered an advantage.
• Ability to use AI tools to streamline emails, documents, and presentations.
• Capability to use smart automation for calendars, meetings, and project coordination.
• Ability to support leadership with research, reporting, and actionable insights.

Benefits

• Hybrid flexibility with a mix of office and work-from-home options, depending on the role.
• Open and flexible PTO policies for the US and UK.
• Sponsored healthcare choices plus agency-wide physical and mental health support.
• 401(k) with company match in the US and a generous pension plan in the UK.
• Paid sabbatical leave at major milestone anniversaries.
• Generous paid parental leave.
• Recognition and support for important life milestones.
• The Pursuit of Happiness Fund, which supports travel, classes, fitness memberships, and professional development.
• Cell phone and technology reimbursement.
• Student loan repayment support in the US.
• Tuition reimbursement.
• Learning and development opportunities, including training programs.
• Food perks, including burgers.

Diversity, Equity, and Inclusion

Crossmedia places diversity at the core of its culture. As a minority-owned organization, inclusion has long been integrated into its practices at every level. Nearly one-third of senior leaders identify as people of color, and more than half of executive leadership are women. The company also runs mentoring and internship initiatives aimed at expanding opportunity for underrepresented groups.

Its year-round XMEquity365 program supports recognition and advocacy for marginalized communities through five pillars: Excellence, Voices, Education, Giving, and Representation.

Work Arrangement

This role is based in the New York office and requires in-person presence most of the time, typically four days per week, due to the executive and event-support nature of the position.