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Executive Assistant - Full-time
•30 days ago
| Hours | Full-time |
|---|---|
| Location | 441 Lexington Avenue, 18th Floor New York, New York |
About this job
General Function:
Under minimal supervision, performs advanced, administrative and confidential assignments. Exercises considerable discretion and independent judgment and can handle outside contacts with finesse and diplomacy. Plans, organizes and schedules work according to standard procedures. Requires extensive knowledge of company operations and organizational procedures. May require regular use of technical and business vocabulary. Will support 3 Managing Directors and their team.
Responsibilities Include:
•Coordinate conference calls/meetings and maintain calendars accordingly, screen telephone calls, take detailed messages.
•Coordinate all travel arrangements. Be proactive in meeting travelers' needs as schedules change.
•Intermediate to advanced knowledge and ability to complete word processing tasks (correspondence, reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.)
•May plan and attend annual seminars and conferences, including pre-event planning, invite lists and responses, event staffing
•Draft, prepare and review documents on behalf of supported staff, as requested
•Review and prepare expense reports in a timely and accurate manner according to company policy.
•Seek ways to improve efficiency; identify challenges, provide ideas for solutions and solicit assistance for resolution.
•Track progress and relevant information pertaining to engagements under the guidance of the officer(s).
•Conduct directed internet based research and summarize findings in an organized manner
•Determine needs of the group and set up and maintain various office files, logs, listings and manuals.
•Prioritize and manage the completion of projects in an efficient and timely manner.
•Makes copies and scans of correspondence or other printed matter.
•Maintain a well-organized file system conducive to the needs of the business lines.
•Performs related duties as assigned.
Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability or veteran status.
Under minimal supervision, performs advanced, administrative and confidential assignments. Exercises considerable discretion and independent judgment and can handle outside contacts with finesse and diplomacy. Plans, organizes and schedules work according to standard procedures. Requires extensive knowledge of company operations and organizational procedures. May require regular use of technical and business vocabulary. Will support 3 Managing Directors and their team.
Responsibilities Include:
•Coordinate conference calls/meetings and maintain calendars accordingly, screen telephone calls, take detailed messages.
•Coordinate all travel arrangements. Be proactive in meeting travelers' needs as schedules change.
•Intermediate to advanced knowledge and ability to complete word processing tasks (correspondence, reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.)
•May plan and attend annual seminars and conferences, including pre-event planning, invite lists and responses, event staffing
•Draft, prepare and review documents on behalf of supported staff, as requested
•Review and prepare expense reports in a timely and accurate manner according to company policy.
•Seek ways to improve efficiency; identify challenges, provide ideas for solutions and solicit assistance for resolution.
•Track progress and relevant information pertaining to engagements under the guidance of the officer(s).
•Conduct directed internet based research and summarize findings in an organized manner
•Determine needs of the group and set up and maintain various office files, logs, listings and manuals.
•Prioritize and manage the completion of projects in an efficient and timely manner.
•Makes copies and scans of correspondence or other printed matter.
•Maintain a well-organized file system conducive to the needs of the business lines.
•Performs related duties as assigned.
Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability or veteran status.
Requirements
•Requirements:
•Excellent administrative skills.
•Must be proactive and a self-starter.
•Applied advanced knowledge of Outlook, Word, PowerPoint and Excel, Access (Windows).
•Strong communication skills.
•Strong interpersonal skills, ability to work with all levels of staff members and varied work styles.
•Excellent problem solving skills. Must be able to find solutions with minimal direction.
•Possess outstanding organizational skills.
•Possess analytical ability to gather and summarize data for reports.
•Capable of utilizing discretion in managing confidential or sensitive information.
•Be a team player, dealing effectively with co-workers and internal clients at all levels.
•Must be detail-oriented.
•Ability to work in a high paced environment that requires multi-tasking.
•Availability for some overtime work required.
•5 years similar progressive, C – level experience required