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Executive Assistant
Ref No.: 18-05587
Location: New York, New York
Position Type:Direct Placement
Pay Rate : $ 65,000.00 /Year
A large international non-profit organization is seeking to add an Executive Assistant to their growing team.
 
Responsibilities:
  • Manages calendars for Regional Director and other senior managers, coordinates meetings, and ensures that schedules are handled in an efficient manner
  • Performs administrative functions that support the work of the Regional Director, including but not limited to drafting correspondence, maintaining filing systems/knowledge databases, scanning, and copying
  • Coordinates travel arrangements including obtaining visas, scheduling flights and transfers, preparing travel documents
  • Attends meetings, conferences and other events; drafts reports, summaries and minutes as requested
  • Assists with preparation of the administrative annual budget as needed
  • Arranges for approval of payments for staff, consultants, and grantees
  • Reviews consultant proposals for content in keeping with project descriptions and maintain a list of contracts both pending and approved; processes contracts
  • Reconciles complex monthly expenses and expense reports
  • Provides operational/administrative support for the department as needed
 Requirements:
  • Three years plus complex administrative and/or executive assistant experience
  • Ability to handle multiple tasks at once, frequently with little notice and with a high degree of autonomy
  • Awareness of project management principles and how to manage simultaneous workflows
  • Professionally competent to make administrative, procedural decisions and judgments on sensitive and confidential issues
  • Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization
  • Strong interpersonal skills and demonstrated expertise in handling all personnel related issues and information in a confidential manner
  • Excellent written, verbal, organizational, and analytical skills
  • Basic financial expertise and budgeting background
  • Excellent computer skills, proficient in Microsoft Office
  • Excellent listening and communication skills with sensitivity to cultural communication differences
  • Ability to handle confidential issues
  • High level of self-motivation and at ease working independently when necessary
  • Attentive to detail and prioritizes often simultaneously on a wide range of tasks and projects
  • Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers, and the general public
  • Russian language skills preferred