Executive Assistant

2 weeks ago

New York, New York, United States Cantor Fitzgerald Securities Full time
Job Description

The firm is searching for an Administrative Assistant to support Senior Managing Directors. The main responsibilities would include managing complex calendars, scheduling, prioritizing meetings, and having an extremely proactive mindset in order to stay steps ahead of business needs. We are looking for a team player with a great attitude. Candidates should be effective and detail-oriented communicators.

The Administrative Assistant will handle details of a highly confidential and critical nature and collect and prepare information for use in discussions/meetings of executive staff.

The ideal candidate will have a business/financial services background.

Responsibilities:
  • Provide general administrative support, which includes but not limited to creating, maintaining and editing documents, spreadsheets, files, and presentations
  • Heavy calendar management utilizing Microsoft Outlook; must be flexible with last minute schedule changes and urgent meeting requests
  • Maintain a professional rapport with staff, coworkers, and clients.
  • Heavy telephone calls from both internal and external sources; handle routine items
  • Track action items and deliverables for the executives and proactively schedule the time required to address them
  • Works on special assignments that may be complex in nature where judgment and initiative are required in resolving problems and making recommendations
  • Coordinate meetings, including ordering meals, arranging travel, meeting room preparation, invitations, etc.
  • Monitoring and addressing critical e-mail correspondence and preparing expense reports
  • Schedule, prepare and attend internal meetings to include preparing agendas and follow up action items for meetings
  • Prepare and maintain presentations and reporting materials
  • Perform special projects as assigned by the executives
  • Facilitate visits from vendors, customers and key executives
  • Demonstrate the ability to handle multiple tasks with little or no supervision
  • Perform personal assistant duties as required by the executives
  • Responsible for directing and coordinating office services and related activities
  • Responsible for arranging internal office moves
  • Oversee inventory and order office materials
Desired Skills and Experience:
  • 1-3 years experience working as an administrative assistant
  • Ability to interface well with all levels of employees in a highly professional and friendly manner
  • Must be a team player
  • Must have experience in a highly corporate environment in terms of dress and demeanor
  • Possess a high degree of proficiency with MS Office products including Word, Excel and Outlook
  • Must be able to maintain the highest level of confidentiality
  • Ability to meet designated deadlines and work effectively in a pressurized environment
The hourly rate is between $ 24 and $ 34 per hour, and the anticipated annual base compensation range for this position will be $ 60,000 to $ 85,000, inclusive of required overtime. The actual rate will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to base salary and a competitive benefits package, this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

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