Previous Job
Previous
Temp | Administration | Executive Assistant | Level 2(USD)
Ref No.: 18-03333
Location: New York, New York
Position Type:Contract
Experience Level: 6 Years
Start Date / End Date: 10/23/2018 to 01/31/2019
Seasoned Executive Assistant needed for Division Head and team of Senior Level Executives. Assignment duration 3 months, potentially longer.

Responsibilities:
• Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment
• Arrange large group meetings with responsibility for coordinating availability with all parties; reserving meeting rooms and securing call-in numbers; arranging special meeting facilities; sending meeting confirmation emails; preparing and distributing meeting materials
• Heavy calendar management - maintain executive calendars; schedule/reschedule meetings by partnering and coordinating with internal and external constituents. Calendars to be managed on a global basis (across all regions)
• Communicate effectively and professionally with executives; act as liaison with clients and their assistants
• Handle heavy business travel with responsibility for booking travel arrangements; coordinating out-of-town meeting schedules and preparing travel and submitting expense reimbursement requests
• Maintain executive files such as correspondence files, document files and office files
• Handle executive mail including pre-sorting and prioritizing mail and responding to immediate and urgent requests
• Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings
• Responsible for additional miscellaneous administrative activities including, but not limited to updating presentation materials and excel spreadsheets; preparation of copies; supply management; sending/receiving faxes; maintaining orderly, fully-functioning work area for executives and their staff


Qualifications:
Finance experience preferred.
• Strong understanding of all office technology and advanced knowledge of Microsoft Office products, particularly Word, Excel, PowerPoint and Outlook
• Experience with Concur required
• Strong attention to detail with excellent organizational skills
• Possess solid client-focused and collaboration skills in a team environment willing to assist colleagues and all members of the team
• Must be self-motivated and hard working with ability to handle changing priorities and multiple tasks simultaneously
• Excellent time and project management skills
• Strong written and verbal communication skills
• Ability to maintain poise, presence and professionalism.
• Proactive and exhibits sound judgement
• Strong written and verbal communication skills
• Demonstrates positive initiative and is comfortable working in a fast paced environment