Executive Assistant

4 weeks ago


New York, New York, United States eTeam Full time
Job Summary

This role is an integral part of the eTeam and requires an extremely proactive individual who can anticipate and adapt to the needs of the team. The ideal candidate must have the ability to work well in a fast-paced engineering organization and manage multiple tasks and conflicting priorities with accuracy, flexibility, and attention to detail.

Key Responsibilities

• Proactively manage calendar appointments in multiple time zones
• Accommodate last-minute changes and urgent business needs as required
• Set the approach for how VPs spend their time and proactively manage calendar based on this strategy, top priorities, and when they will be in office
• Actively flag and problem-solve constraints such as determining delegates when attendees are unable to attend and ensuring read-ahead materials are provided when required
• Coordinate and perform monthly activities, including consolidating organization charts, distribution lists, and compiling information
• Manage the team calendar and ensure it is both up to date and accessible
• Provide detailed itineraries of trips, including hotel arrangements, transfers, meetings scheduled, contact details, and addresses
• Arrange and manage meetings, including scheduling of conference rooms, coordinating food, logistics, etc.
• Assist in tracking team expenditure and monitor T&E and budget
• Assist in preparing select PowerPoint presentations
• Perform other related projects and duties as requested

Requirements

• Experience in an executive assistant capacity in a fast-paced environment for large global companies
• Ability to anticipate well, ask the right questions before problems arise, and escalate matters accordingly
• Highly proficient technical skills (Microsoft Outlook, Excel, Word, PowerPoint)
• Proficiency and experience in using macOS and Slack
• Highest degree of integrity, professionalism, diplomacy, and discretion required
• Capable of handling multiple tasks efficiently and meet tight deadlines
• Must demonstrate good judgment and decision-making capabilities
• Must be a resourceful and independent thinker
• Must be a self-starter with excellent prioritization skills
• Excellent verbal and written communication skills
• Highly developed organizational and time management skills with careful attention to detail
• Ability to prioritize and manage multiple tasks simultaneously

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