Executive Assistant
Location
New York City, NY
New York City, NY
Job Type
Full-Time Regular
Full-Time Regular
Pay Rate
$25.93
$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.