Executive Assistant

Location
New York City, NY

Job Type
Full-Time Regular

Pay Rate
$25.93

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.
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