Administrative Coordinator for Executive Leadership

2 weeks ago

Great Neck, New York, United States Le Vian Full time
Job Overview

At Le Vian, we appreciate the unique talents and creativity of our associates. Our commitment to innovation and quality drives our continuous growth and improvement. We are a well-established international organization that offers a stimulating and challenging environment for personal and professional development.

We are seeking a meticulous Executive Assistant to provide essential support to our Executive Staff. In this pivotal role, you will be tasked with the organization, planning, and execution of various administrative functions.

Key Responsibilities:

  • Deliver confidential and professional administrative support to the Executive Board and family, addressing both business and personal matters.
  • Oversee multiple calendars and manage complex scheduling.
  • Coordinate intricate domestic and international travel arrangements, including detailed itineraries.
  • Screen incoming communications and respond to routine inquiries via email and correspondence.
  • Arrange and confirm transportation services for all travel needs.
  • Schedule meetings with external stakeholders and internal personnel.
  • Organize personal notes, invitations, and correspondence.
  • Greet guests, vendors, and community leaders, both in person and over the phone. Prepare and manage itineraries and meeting agendas.
  • Maintain organized filing systems for the executive office.
  • Plan daily lunch menus and coordinate food delivery or pick-up.
  • Reserve conference rooms and ensure all necessary arrangements, including audio-visual equipment and catering, are in place.
  • Support activities related to industry associations and charitable organizations.
  • Manage all details for special projects as required.
  • Address inquiries from collectors contacting the Executive Board.

Qualifications and Skills:

  • Proficient in Microsoft Office Suite, including Excel and Outlook.
  • High School Diploma required; College Degree preferred.
  • 3-5 years of experience in an office setting.
  • Exceptional attention to detail.
  • Able to multitask effectively in a fast-paced environment.
  • Strong ability to meet deadlines.
  • Excellent communication, delegation, follow-up, and team collaboration skills.
  • Ability to exercise independent judgment and discretion.
  • Strong problem-solving and analytical capabilities.
  • Outstanding interpersonal skills and ability to work well under pressure.
  • Punctual and dependable.

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