Executive Administrative Assistant

7 days ago

Coral Gables, United States ASK Consulting Full time
Job DescriptionJob Description

"All candidates must be directly contracted by ASK Consulting on their payroll and cannot be subcontracted. We are unable to provide sponsorship at this moment".

Job Title: Executive Administrative Assistant

Location: Coral Gables, FL

Duration: 06 Months Contract 

Pay Range is $34 to $35.55/hr. on W2 

Schedule: Hybrid

Job Description:

Administrative Responsibilities:

  • Provide high-level administrative support to assigned team and other team members within the department.
  • Maintain substantial executive calendars for assigned managing directors; schedule/reschedule meetings by partnering and coordinating with internal and external constituents.
  • Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment.
  • Communicate effectively and professionally with executives and act as liaison with their assistants.
  • Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings.
  • Execute on projects and assignments including expense management - process, submit and manage for coverage teams.
  • Maintain executive files such as correspondence files, document files and office files.
  • Hold regular meetings with team to decide priorities/deadlines/projects. Provide regular updates on work in flight. Maintain agenda/invitations for weekly staff meetings.
  • Responsible for administrative activities including, but not limited to preparation of copies; sending/receiving faxes/scans; maintaining orderly, fully functioning work area for executives and their staff; various projects.
  • Order of equipment and resources/supplies (e.g., business cards, wireless devices, etc.).
  • Adept at problem-solving

Event Planning and Travel Support

  • Arrange large group in-person and virtual meetings - coordinate availability with required participants, reserve meeting rooms, secure call-in numbers, arrange special meeting facilities, send meeting confirmation emails, prepare, and distribute meeting materials.
  • Coordinate department events reserve space, coordinate catering, and distribute meeting materials.
  • Secure all conference rooms, AV equipment, dial-in numbers, and video conference facilities.
  • Manage business travel - book travel arrangements including flights, hotels, currency, and taxis adhering to policy.
  • Coordinate out-of-town meetings and entertainment.
  • Calendar management set-up of all internal/external meetings.
  • Execute event pre-approval and post-closure actions including expense management.

Real Estate Management

  • Coordination of all moves and associated processes: desk moves, IT moves,
  • system updates, mail drops, large scale project moves and floor walks.
  • Arrange workstation for visitors prior to arrival. Provide full administrative support to visitors where possible and if required. Direct and advise all visitors.
  • Arrange access to buildings where necessary.
  • Vendor Management
  • Liaise with building management to coordinate building and parking access.
  • Coordinate with third-party vendors.

International Documentation Support

  • Support the IBL Documentation Specialist Team
  • Support Doc Specialist in reviewing documentation for credit facilities and pipeline management ensuring adherence to the Jurisdictional Lending Grid
  • Support Doc Specialist in reviewing supplemental, jurisdiction-specific lending documents for loan counterparties
  • Maintain internal legal partners contact list
  • Assist with maintenance of Policies and Procedures including regular updates, edits and enhancements

Skills:

  • Bachelors degree preferred
  • Proven work experience in financial services, legal, sales and marketing preferred
  • Results-oriented and demonstrate a bias towards action
  • Work effectively with diverse teams, focusing on team success
  • Adjust to changing demands and requirements
  • Proficient with technology. Working knowledge with Microsoft Office applications, including Word/PowerPoint/Excel/Outlook/Teams
  • Excellent organizational skills and detail-oriented
  • Communicates effectively (both written and oral) using clear, concise, and
  • understandable language. Ability to adjust style and message based on the audience
  • Demonstrates personal resilience and a commitment to continuously learning.
  • Seeks to advance his/her knowledge
  • Displays persistence and tenacity for what is right and not deterred by obstacles
  • Willingness to take on new projects and/or responsibility
  • Bilingual (Spanish preferred)

About ASK: ASK Consulting is an award-winning technology and professional services recruiting firm servicing Fortune 500 organizations nationally. With 5 nationwide offices, two global delivery centers, and employees in 42 states-ASK Consulting connects people with amazing opportunities

ASK Consulting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all associates.

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