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Excecutive Assistant- Part time
Ref No.: 18-02742
Location: New York, New York
Job Description

Build relationships with external and internal customers on behalf of the department. Multi-task with high energy and work under pressure while maintaining an 'ambassador' approach to problem solving. Provide dedicated support in all aspects of day to day activities. Actively manage/maintain all aspects of the executive's calendar including scheduling of internal and external meetings, preparing agendas, meeting minutes and materials. Arrange door to door travel arrangements. Effectively 'manage up' executive's email, ensuring items are posted correctly to calendar and assessing for matters of urgency; responding to executive's correspondence on behalf of executive as necessary. Complete detailed expense report, answer incoming calls, and review incoming mail. Track and manage budget, including processing purchase orders and invoices, interface with accounting, pro-actively follow up with outside vendors. Prepare and edit presentations in PowerPoint, Excel, and Word. Create an efficient office environment through the organization of files, reports, and processes.

Arrange meetings (internal team & external customer/vendor/partner) and coordinate conference logistics as required. Schedule appointments and complete travel or conference arrangements; read and respond to correspondence as agreed to by management. Process expenses associated with such travel/meeting coordination for assigned management staff. Maintain/prioritize and organize Outlook calendar/folders for assigned management personnel. Prepare/administer complex (activity/expense) reports, projects, documentation and correspondence, which may also require collecting, organizing, and analyzing data.

Other skills desired:

Very strong organizational and planning skills

Interest and ability to quickly learn new tools and technologies

Proficient knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint)

Strong communication skills, especially across global teams

Highest level of integrity and confidentiality

Fluent in English

Minimum 3 years of professional work experience

Minimum 2 years of executive support experience