Executive Assistant

Location
New York City, NY

Executive Assistant

Duration: 3 months

Location: New York, NY

Description:

• Concur or experience with a using a similar expense booking tool required
• Heavy Calendar maintenance (including meeting logistics), Travel/Expense booking, Arrangement of large meetings/off sites, Excellent written/verbal/interpersonal skills
• We are seeking a high potential candidate to provide executive support for the Global Head of Operations Risk and Regulatory Control (Managing Director) and his New York based management team (3 people total).

Responsibilities:

• Maintain executive calendars; schedule/reschedule meetings handling meeting conflicts, prioritization issues, and meeting logistics
• Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings
• Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment
• Handle business travel with responsibility for booking travel arrangements (via online booking tool, travel desk); coordinating out-of-town meeting schedules and preparing travel and submitting expense reimbursement requests
• Handle conference room booking requests
• Coordinating logistics, travel booking, and agendas in preparation for on-site and off-site meetings, conferences and events.
• Arrange large group meetings with responsibility for coordinating availability with all parties; reserving meeting rooms and securing call-in numbers; arranging special meeting facilities; sending meeting confirmation emails; preparing and distributing meeting materials
• Provide visitor assistance (coordinating access with security, reception, etc.)
• Responsible for additional miscellaneous administrative activities including, but not limited to mail group creation/maintenance, document creation (org charts, decks), scanning/sending documents, coordination of office supplies and equipment needs
• Performing related duties as assigned

Qualifications:

• Strong working experience with Microsoft Outlook, Word, Excel and PowerPoint, and Concur (expenses)
• Conducting themselves at a high level of professionalism
• Excellent written, verbal and interpersonal communication skills
• Attention to detail
• Good problem-solving ability
• Flexible attitude and excellent judgment skills
• Excellent time management skills with ability and willingness to manage multiple priorities in a professional manner
• Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team
• Self-started and able to take independent initiative for action within areas of responsibility
• Highly trainable with ability to learn and open to taking on new projects
• Must have strong flexibility in regard to the duties assigned, and the hours necessary to complete them.