Executive Support Specialist

4 weeks ago

New York, New York, United States Topaz HR Advisory Full time
Job Title: Executive Assistant

We are seeking a highly organized and detail-oriented Executive Assistant to support our executive team in ensuring smooth operations and effective communication.

Key Responsibilities:
  • Provide high-level administrative support to the executive leadership team, including managing calendars and scheduling meetings.
  • Make travel arrangements for executives, including booking flights, accommodations, and transportation.
  • Organize and prepare materials for meetings, including agendas, presentations, and reports.
  • Act as a liaison between executives and internal/external stakeholders, handling correspondence, phone calls, and requests with professionalism and discretion.
  • Oversee office supplies and equipment, including ordering construction materials and ensuring timely delivery to project sites.
  • Assist with project coordination tasks, including tracking project progress, managing documentation, and liaising with vendors and subcontractors.
  • Maintain and update databases, records, and filing systems to ensure accurate and accessible information.
  • Organize company events, such as team-building activities, client meetings, and other corporate functions.
  • Manage the executive's calendar, scheduling meetings, appointments, and travel arrangements.
  • Attend meetings, take detailed minutes during calls and emails, and ensure accurate documentation of key points.
  • Monitor and ensure timely follow-up on action items, tasks, and communications to ensure nothing falls through the cracks.
  • Manage the executive's email inbox, prioritizing important communications and drafting responses when necessary.
  • Assist in the planning and coordination of tasks, projects, and deadlines to ensure the executive's goals are met efficiently.
  • Prepare reports, presentations, and other documents as needed, ensuring they are accurate and ready for meetings or client interactions.
  • Handle sensitive information with discretion and maintain a high level of confidentiality at all times.
  • Provide general administrative support, including filing, data entry, and office organization.
Qualifications:
  • Proven experience as an executive assistant or similar role, preferably in the construction or restoration industry.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software.
  • Strong organizational and multitasking skills with exceptional attention to detail.
  • Excellent verbal and written communication abilities.
  • Ability to handle confidential information with discretion.
  • Strong problem-solving skills and a proactive approach to tasks and challenges.
  • Flexibility to adapt to changing priorities and business needs.
  • Discretion and confidentiality in handling sensitive information.
  • Must be within a 90-minute commute to Midtown Manhattan.
Benefits:
  • Competitive salary within the range of $70,000 - $85,000 annually.
  • Paid time off and holidays.
  • Opportunities for professional development and career growth.

Interested candidates should submit their resume and a cover letter outlining their qualifications and experience to [Insert Contact Information].

[Confidential Company] is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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