Executive Assistant

Location
New York, NY

Job Type
Contract Full-Time

Pay Rate
$25.93
  • Capable of effectively working with two exceptionally busy high performing senior executives.
    • Exceptionally efficient with event planning and coordination.
    • Fabulous with customer service and communication with all levels of seniority internally and externally.

    Senior Executive Assistant Responsibilities
    Core responsibilities for the Senior Executive Assistant will include, but are not limited to:
    • Control of business schedule and diary management for the senior members of the team and provide secretarial and administrative assistance to support other team members as required.
    • Act as a gate keeper with full ownership and accountability of a professional schedule; proactively managing calendar, pre-empting and resolving clashes independently.
    • Forward planning of key events such as business travel, board meetings, quarterly open forums, and quarterly management off sites/planning sessions.
    • Provide meeting support for external visitors; including arranging visitor passes and conference catering.
    • Coordinate management materials. Actively supporting MD and ED to ensure they have sufficient materials ahead of time to prepare for meetings accordingly (i.e. pre-reading).
    • Provide full meeting support for complex multi time zone meetings including regional room bookings, invite management and multi point VC connections.
    • Process expenses both out of pocket and card transactions in multiple currencies ensuring they are correctly reconciled and FX loss/gain is balanced, within timeframes as established in Expense Policy.
    • Provide administrative support for complex multi-location trips, taking care of all logistics including researching travel options, arranging visa’s, flights, trains, hotels, cars and currency.
    • Ensure relevant agendas and itineraries are organised in advance.
    • Ensuring compliance with the Firmwide expense and travel policies.
    • Process invoice payments ensuring correct approval flow has been followed.
    • Onboarding of new joiners ensuring they have an allocated desk, PC and equipment.
    • Order office equipment and resources including business cards and stationary as required.
    • Develop good working relationships with other administrative assistants within the broader department and provide "buddy cover" as required ensuring coverage for MD and ED during lunch breaks, holidays and sickness.
    • Provide support to visiting Senior Management overseeing all associated arrangements including desk allocation ensuring work area is fit for purpose.
    • Proactive day to day management and prioritization of tasks as required.

    Required Skills and Behaviours:
    • Experience in a similar high-performance environment.
    • Confident, friendly "people oriented" personality required with an ability to liaise with people at all levels of the organisation to achieve work goals collaboratively.
    • Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently.
    • Clear and concise written and verbal communication.
    • Ability to use own initiative and judgement.
    • Highly organised and capable of multi-tasking to meet deadlines.
    • Highly adept at MS Office applications particularly Word, PowerPoint, Excel and Outlook.
    • Good organisational skills and able to follow up outstanding items as necessary.
    • Must be able to challenge, develop and improve processes.
    • Ability to meet strict deadlines in a fast-paced environment.
    • Ability to adapt existing skills in a new environment quickly.
    • Ability to understand complex problems quickly and move projects forward.
    • Accuracy and attention to detail is fundamental to being successful in the role.
    • Discrete and professional manner
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