Job Title: Executive/Administrative Assistant

Location: New York City, NY

Salary: 55K

Employment type: Permanent

Job Reference: 103

Our client is a global investment and advisory firm headquartered in the heart of New York. They're looking for a resilient, self-starting Executive Assistant to work with the team on a long-term contract (at least six months) and may go permanent for the right candidate! The role is supporting a C-Level executive and the managing team with general administrative tasks including meeting agendas, calendar management, and travel itineraries.

Responsibilities

• Actively manage agenda, understand the priority of meetings/events, proactive review of agenda several days in advance to avoid conflicts. Help ensure that the MD is on schedule throughout the work day

• Manage calendars; organize meetings, book conference rooms and telepresence rooms for complex cross-time zones meetings; liaise with IT/Voice services.

• Ensure phone coverage (incoming calls) when the MD is unavailable and relay messages as needed.

• Interact with Senior Management in other departments and International offices, and manage logistics for visitors.

• Arrange domestic and international travels and create expense reports; manage the MD's travel itinerary (flights, hotels, and cars) as well as restaurant reservations, food orders as needed on an ad hoc basis.

Required Qualifications

• 4-6 years of relevant industry experience, preferably providing support to senior level executives in the financial arena

• Ability to prioritize multiple tasks

• Exhibit initiative, flexibility, resourcefulness and efficiency, with a high degree of professionalism and confidentiality

• Organizational skills and strong attention to detail

• Positive attitude, strong interpersonal skills and ability to work across different areas of the business as well as with senior management

• Strong verbal and written communication skills

• Solid user skills in Microsoft Office applications (Word, Excel, PowerPoint) and Outlook email and calendar tools

• Understands that he/she may be privy to confidential information and maintains the highest standard of integrity and conduct

• Communicates clearly and concisely, and asks questions

Desirable Qualifications

• Bachelor's degree

• Proficient knowledge in editing PowerPoint presentation

• Meeting/Event planning/coordination is a plus