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Executive Team Assistant
4 months ago
We are looking for an Executive Team Assistant to provide confidential executive-level support to the Executive Leadership team. The ideal Executive Team Assistant will be a motivated self-starter who is goal-oriented and results-driven, has a high level of integrity, and thrives in a fast-paced work environment. You will report into the Sr. Director of HR, working remotely with required on-site presence in the New York City office on a recurring basis as determined by the team. Your manager will provide additional details relative to the specific number of days you are expected to be on-site.
Responsibilities
- Perform calendar management by planning and scheduling meetings, conferences, and travel
- Manage travel arrangements, coordinate itinerary details and mitigate unforeseen changes
- Assist team with preparation and submission of expense reports
- Produce usable information by transcribing, formatting, editing, and delivering text, data, and graphics
- Assist in drafting, formatting, and proofreading correspondence, reports, and other documents
- Represent the executive team in a highly professional manner
- Maintain a high level of confidence by protecting confidential information
- Complete various projects such as collecting and organizing information, compiling reports or presentations, etc.
- Manage special projects like events, external presentations; prepare and coordinate communications
- Open, sort, and distribute incoming correspondence, including mail, packages, faxes and email
- Assist with tracking of company issued vehicles, gas cards and safety metrics
- Contribute to team effort by accomplishing related results as needed
This position will require hybrid/on-site work.
- Bachelor's degree
- 7+ years of administrative and/or project management experience
- Effective communication, organizational, presentation, decision-making, time management, and problem-solving skills
- Proficient with Microsoft Office Suite including Excel, Word, Teams and PowerPoint
- Ability to work in fast-paced environment and adapt to changing priorities
- Ability to support an executive team with different management styles
- Comfort escalating issues appropriately to quickly resolve them
- Forward-thinking, actively seeking opportunities for improvement and proposing solutions
- Self-motivated; demonstrates initiative and anticipates issues, provides realistic solutions, employs sound judgment and makes timely decisions
- Ability to work independently with minimal supervision, work under tight time constraints, and be able to prioritize his/her work
- Discretion required in handling highly sensitive and confidential information
- Experience handling expense reports and budgeting
- Located in the tri-state area with ability to work in New York office as needed
