Executive Assistant

2 weeks ago

Stamford, United States Addison Group Full time

The Administrative Assistant will provide comprehensive support to senior leadership. The ideal candidate will have excellent communication skills, will have a natural attention to detail, and the ability to manage multiple tasks in a fast-paced environment. This role is critical to ensuring day-to-day operations for senior management, including calendar management, travel arrangements, office support, and maintaining office and kitchen area supplies for the Stamford, CT corporate office.


Role and Key Responsibilities:

  • Coordinate and manage the calendars of senior leadership, scheduling internal and external meetings, appointments, and events.
  • Proactively identify scheduling conflicts and prioritize meetings as necessary.
  • Ensure leadership is prepared for meetings with necessary materials and information.
  • Arrange travel, including flights, accommodations, ground transportation, and itineraries for senior management.
  • Prepare travel expense reports and manage travel budgets.
  • Address any changes, delays, or issues during travel, ensuring smooth travel experiences.
  • Sort, distribute, and manage incoming and outgoing mail and packages.
  • Handle correspondence and communication on behalf of leadership.
  • Assist with confidential and time-sensitive matters, ensuring professionalism and discretion.
  • Assist with document preparation, presentations, and reports as required.
  • Serve as the point of contact for internal and external stakeholders in relation to leadership activities.
  • Coordinate with vendors for office supply orders and manage supply budget.
  • Assist in organizing and coordinating meetings, conferences, and team events.
  • Will serve as the point person and contact on all badge and parking pass requirements.
  • Arrange catering, prepare meeting materials, and ensure AV equipment is functioning for in-person and virtual meetings.
  • Monitor and maintain office supply inventory, ensuring necessary items are stocked and available.
  • Regularly stock and manage kitchen supplies, including snacks, beverages, and equipment.


Requirements:

  • A minimum of 5-7 years of experience within a professional, executive environment as an administrative assistant or in a similar role.
  • Strong organizational skills with the ability to manage multiple tasks and prioritize effectively. • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.
  • Ability to maintain confidentiality and handle sensitive information.
  • Strong attention to detail and ability to work independently.
  • Experience in supporting senior leadership is preferred.

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