Executive Assistant

Location
New York, NY

Job Type
Contract Full-Time

Pay Rate
$25.93

Corporate Treasury - Executive Assistant

Daily Responsibilities:
• Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Telephone coverage, (Ex. answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed.)
• Ensure thorough preparation for all meetings - this requires proactively requesting all materials in advance of meetings. All materials for the next business day must be collated and presented to executive on the prior day
• Manage a highly-structured filing system, correspondence, documents and personal files
• Retrieve historical files in a timely, efficient manner
• Coordinate all preparation for various management meetings, onsite planning sessions, and departmental Town Hall events etc.
• Heavy interaction with high-level executives; act as liaison with clients and their assistants
• Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
• Responsible for distributing executives’ mail, prioritize; arrange messenger and overnight package services
• Miscellaneous support: setup and maintain mail groups, maintain office supplies, fully-functioning work area
• Coordinate all related conference rooms including any catering, audio/videoconference set up
• Arrange all aspects of travel. Including keeping executives’ travel profile up-to-date, manage approvals for any travel. Arranging flights, hotels, rental car and sedan service, currency exchange using agency and online services
• Prepare all itineraries
• Prepare and submit all expense reports

Skills Required
• Meticulous attention to detail as well as exceptional organization/time management skills
• Excellent communication, writing, judgment, and problem-solving skills
• Must be an enthusiastic, positive team player who is willing to help out and who
works well with colleagues
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Pro-active and dedicated; must have a strong sense of ownership and accountability for all job functions
Skills Desired
o College Degree Preferred or Relative Corporate Experience preferred
o Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
o Other applications helpful include Excel, PowerPoint, internet and research tools
o Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements

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