Executive Assistant

Location
New York City, NY

Job Type
Full-Time Regular

Pay Rate
$25.93

Reports to: Office Manger

Hours: 7am – 5pm

Top Skills: Candidate must be able to provide Thorough Calendar Management, there will be high volume of expenses & travel booking

Description:

Job Responsibilities:

  • Telephone coverage, answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed, for bankers and colleagues
  • Heavy client interaction with high-level executives; act as liaison with clients and their assistants
  • Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
  • Coordinate all related conference rooms including any catering, audio/videoconference set up
  • Coordinate closing dinners, client outings
  • Arrange all aspects of travel, keeping executives’ travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, rental car and sedan service, currency exchange using agency and online services
  • Prepare all itineraries
  • Prepare and submit all expense reports on a timely basis
  • Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind
  • Maintain filing system, correspondence, documents and personal files for Managers
  • Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
  • Retrieve research or other necessary materials from intra/internet
  • Send and retrieve digital and inbound faxes
  • Open and distribute Managers’ mail, sort and prioritize; arrange messenger and overnight package services
  • Provide backup support for colleagues during vacation/sick days, and assist their Managers as needed with phone coverage and other office needs
  • Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area

Required Skills and Personal Attributes:

  • Excellent communication, writing, judgment, and problem-solving skills
  • Strong attention to detail as well as solid organization/time management 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
  • Flexible to covering different groups

Other Requirements:

  • Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
  • Other applications helpful include Excel, PowerPoint, internet and research tools
  • Solid typing skills (60+ wpm)
  • Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements
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