Executive Assistant, Global NY

1 month ago

New York, United States Empire State Full time
Job DescriptionJob Description

*Applicants MUST submit a cover letter with resume to be considered.

*Position expected to work onsite and hybrid consistent with New York State

BASIC FUNCTION:

Provide administrative support to the Global NY Department Head and Department Staff; Act as liaison between administrative/official, professional and support staff, ensure that information is adequately communicated in order to assist Global NY staff with the daily operational function of the office. Works as part of the project team for Trade Manager(s) as needed.


WORK PERFORMED:

  • Create, organize and maintain the filing system for records, correspondence and other related materials. Review files periodically and screen for materials that can be disposed of according to file/document retention guidelines and materials that can be stored centrally.
  • Screen and manage telephone calls in a professional and courteous manner, prioritization, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
  • Coordinate and schedule internal and external meetings and events for Global NY staff, ensure that external visitors are greeted and escorted into and out of the office, reserve meeting rooms, provide for building security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and make certain all necessary materials are available prior to meeting.
  • Maintain VP’s calendar in connection to appointments, meetings, conference calls and trainings.
  • Provide discreet handling of sensitive and confidential information.
  • Prepare expense reports for VP in a timely manner, ensuring all required supporting documentation is included.
  • Coordinate the Global NY office calendar, ensuring that meetings and events are recorded in advance; liaise with Global NY staff to obtain this information on a weekly basis.
  • Maintain and track the Global NY Management Planning Calendar; send reminders to management and staff regarding deadlines.
  • Provide administrative support for the State Trade Expansion Program (STEP) Grant and Global NY Grant Fund; create and maintain company files, both hard copy and in the Global NY CRM system.
  • Check all invoices for accuracy and valid signatures prior to forwarding them to the department head for approvals.
  • Under the direction of immediate supervisor, request temporary employees via memo to Human Resources Department for approval. Ensure temporary employee sign-in and out and attendance recorded on a daily basis.
  • Complete special projects as directed by management. Such projects may include conducting research, briefs, events planning, etc.
  • Maintains department supplies as necessary.
  • Assist other support staff in the department or elsewhere in the Corporation as required.

MINIMUM REQUIREMENTS:

Education Level required: Must have High School diploma or equivalent; secretarial school graduate desirable.

Experience required: 5+ years of administrative/secretarial experience within a corporate office environment.

Knowledge required: Excellent communication skills - both written and verbal; excellent typing skills (60+ wpm); proficient in MS Office: Word, Excel and PowerPoint; excellent follow-up skills; able to handle correspondence; excellent organizational skills and time management ability; able to multi-task; ability to easily navigate and use databases.

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