Executive Assistant

New York, NY
Date Posted:  04-12-2018
The Executive Assistant is charged with performing critical functions to support the CEO.  This role is multi-faceted and will require the Executive Assistant to support with special projects, to ensure superior client service as well as to perform all administrative duties.  The EA will have exceptional interpersonal, management, and communication skills while having a positive and professional attitude. The EA will also provide support as needed to the New York Managing Director, and other executive team leads as appropriate.
  • With a primary responsibility of supporting the CEO, will also provide support to the Managing Director (MD), and other members of the East Coast executive team as directed to ensure that company goals and objectives are accomplished
  • Manages professional and personal scheduling for CEO: agenda, mail, email, calls, and more; and MD as necessary
  • Coordinate travel arrangements, client management and other company logistics
  • Perform administrative and office support duties for CEO and MD and as needed in the office
  • Be available during non-office hours to provide assistance, as needed
  • Liaise with internal and external executives on various projects and tasks
  • Plan and orchestrate work to ensure the senior executives priorities are met; meet daily with senior executives to review calendar and activities; ensure materials for meetings are received on a timely basis and are relevant, complete, and accurate
  • Coordinate complex scheduling and extensive calendar management as well as management of content and flow of information to the senior executives’ office
  • Accountable for managing, coordinating, and arranging senior executives travel and travel-related activities including:
  • Prepare and provide senior executives with daily itineraries and related materials
  • Coordinate extensive international and domestic travel
  • Book hotels, arrange transportation, and coordinate meals (i.e., door-to-door logistics)
  • Plan and schedule meetings, conferences, teleconferences including food and beverages
  • Complete expense reports and reconciliations and confirm payments, for CEO, MD, and for SET NY Office gold card
  • Initiate telecommunications and oversee logistics for conference calls and videoconferences
  • Develop high quality materials for meetings and other high-level summits (using PowerPoint presentations, Word documents, and Excel spreadsheets)
  • Providing administrative support on various projects using tools including WebEx and Dropbox
  • Taking a lead part in organizing dinners, conferences and offsite meetings for the senior executives
  • Ensure all documents and materials submitted to or produced by the senior executives are high quality, error-free, and aligned to organization standards
  • Establish and maintain policies and operating procedures for the department; complete action items on behalf of the senior executives, such as completing time-off approvals for his direct reports
  • Collaborate with and adjust to senior executives' style, work patterns, and schedule
  • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
  • Maintain budget documents and prepare department purchase requisitions and vendor invoices
  • Order and maintain office supplies and snacks for staff; and follow-up on equipment requests
  • Answers main dial in number for SET East, screens or forwards calls as necessary
  • Greets visitors
  • Manages shipping and receiving coordination within the office
  • Makes daily rounds of the SET space to ensure all shared areas and SET conference rooms are in order
  • Maintains office travel calendar
  • Performs other assignments and projects as requested
  • The responsibilities associated with this position are not limited to the above description and may be modified at any time by the Company
The list of qualifications includes the minimum qualifications necessary for any new employee for this position, such as specific prior work experience, certifications/licenses, technical knowledge of software, machinery, or tools, and physical abilities such as relevant lifting, bending, walking, and/or stooping.
  • Bachelor’s degree in Business, Communications, Marketing, Public Relations or related field
  • Minimum four years’ experience in a similar position mandatory
  • Flexible work schedule
  • Willingness to ask questions rather than just follow direction is required
  • Demonstrated ability to deliver consistent, reliable, accurate results
  • Ability to work under pressure and meet deadlines in a fast-paced creative environment
  • Ability to effectively and appropriately interact with co-workers at a variety of levels, across many disciplines
  • Effective negotiation and problem-solving skills required
  • A demonstrated track record of gaining trust and respect by consistently demonstrating sound critical thinking skills and maintaining composure in stressful situations
  • Exceptional written and verbal communication skills with the ability to communicate with all levels of employees
  • Highly organized with a keen sense of attention to detail
  • Exceptional initiative and follow-through skills
  • After hours work required
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