Executive Assistant

4 weeks ago

New York, United States LHH Recruitment Solutions Full time

Job Title: Temp-to-Perm Executive Assistant

Location: Long Island City, NY, full time onsite, office will be relocating in the next year and a half to NYC

Schedule: Monday-Friday, 8:30 AM - 5:30 PM (Must be in-office when supported individuals are present)

Hourly Rate: $40-55 per hour (Based on Experience)

Overview: We are seeking a highly organized and experienced Executive Assistant for a temporary-to-permanent position in New York City. The ideal candidate will have previous experience supporting C-Suite executives, managing domestic and international travel arrangements, and possess exceptional organizational and communication skills. This role requires flexibility in schedule to accommodate the needs of the executives, including occasional work outside of regular business hours.

Key Responsibilities:

  1. Executive Support: Provide comprehensive administrative support to multiple C-Suite executives, including calendar management, scheduling meetings, and coordinating travel arrangements.

  2. Calendar Management: Efficiently manage complex calendars, prioritize appointments, and proactively anticipate scheduling conflicts.

  3. Travel Coordination: Arrange domestic and international travel accommodations, including flights, hotels, ground transportation, and visa processing. Ensure travel itineraries are well-organized and all necessary arrangements are made.

  4. Communication Liaison: Serve as a primary point of contact for internal and external communications, screen phone calls, emails, and inquiries, and respond promptly with professionalism.

  5. Meeting Coordination: Coordinate and prepare materials for meetings, including agendas, presentations, and necessary documents. Attend meetings as needed, take accurate minutes, and follow up on action items.

  6. Document Management: Organize and maintain electronic and physical filing systems, ensuring documents are easily accessible and confidential information is securely handled.

  7. Event Planning: Assist in planning and coordinating corporate events, conferences, and meetings as required.

  8. Flexibility: Demonstrate flexibility in schedule to accommodate the needs of the executives, including occasional work outside of regular business hours and travel support during executive trips.

Qualifications:

  • Previous experience providing executive support to C-Suite executives, supporting more than one individual simultaneously.

  • Proficiency in calendar management, travel coordination, and office administration.

  • Strong organizational skills with the ability to prioritize tasks and manage time effectively.

  • Excellent communication and interpersonal skills, both written and verbal.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

  • Ability to maintain confidentiality and exercise discretion in handling sensitive information.

  • Prior experience working in a nonprofit organization is a significant advantage.

  • Bachelor's degree preferred but not required.

Note: This position offers the opportunity for permanent employment based on performance during the temporary period. Candidates must be eligible to work in the United States.

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