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Executive Business Associate

5 months ago

New York, United States NavitsPartners Full time
Job DescriptionJob Description

Position: Executive Business Associate
Location: New York, NY
Duration: 4 Months

Job Summary:

The Executive Business Associate will provide comprehensive office support to the Vice President of Corporate Compliance and six directors. This role involves extensive calendar management, scheduling executive and C-Suite meetings, and ensuring smooth daily operations within the department.

Essential Job Functions:

  1. Executive Support:

    • Provide high-level administrative support to the VP of Corporate Compliance and six directors.
    • Handle confidential and sensitive information with discretion.

  2. Calendar Management:

    • Manage heavy calendar work, including scheduling and coordinating numerous executive and C-Suite meetings.
    • Ensure all appointments, meetings, and events are organized efficiently.

  3. Meeting Coordination:

    • Arrange meeting logistics, including preparing agendas, materials, and minutes.
    • Coordinate with internal and external stakeholders to confirm meeting details and attendance.

  4. Communication:

    • Serve as the primary point of contact between the VP, directors, and internal/external parties.
    • Draft, review, and distribute correspondence and other communication as needed.

  5. Office Management:

    • Maintain an organized office environment, including managing supplies, equipment, and office space.
    • Assist with various administrative tasks to support the department's daily operations.

  6. Project Assistance:

    • Assist with special projects and initiatives as assigned by the VP and directors.
    • Ensure timely completion and follow-up on project deliverables.

  7. Travel Arrangements:

    • Organize and coordinate travel plans, including booking flights, accommodations, and transportation.
    • Prepare travel itineraries and ensure all arrangements are confirmed.

  8. Document Management:

    • Maintain and organize important documents, files, and records.
    • Ensure proper documentation and filing systems are in place.

  9. Additional Duties:

    • Perform other duties and projects as assigned by the VP and directors.
Required Skills & Experience:
  • Education:
    • Bachelor’s Degree (Required).
  • Experience:
    • Minimum of 5 years of executive assistant experience, preferably supporting high-level executives.
  • Skills:
    • Exceptional organizational and time-management skills.
    • Strong communication and interpersonal abilities.
    • Proficiency in using office software (e.g., Microsoft Office Suite) and calendar management tools.
    • Ability to handle multiple tasks and prioritize effectively.
    • High level of professionalism and discretion.