COMPANY: Advisory Firm
POSITION: Executive Assistant
LOCATION: New York, NY (Hybrid in office 1-2x per month, with availability to come in more frequently if needed!)
HOURS: 9 - 5 with some flex for OT as needed
COMPENSATION: $85-110K DOE + Benefits + Bonus Eligible
DEGREE: Required
Our client, a New York advisory firm, is looking for an Executive Assistant to support a team of executives. This role will act as a crucial liaison between internal/external stakeholders, managing information flow, and contributing to the overall effectiveness of the firm. The ideal candidate exhibits a high level of organizational skills, discretion, and professionalism. This role is mostly remote - in office 1x or 2x per month, with availability to be in more frequently IF needed.
Responsibilities of the EA:
Calendar Management
-Heavy calendar management across multiple calendars and time zones, ensuring seamless coordination for internal and external executives.
-Ability to quickly execute and effectively prioritize tasks, manage multiple deadlines, and maintain an organized and up-to-date schedule for executives. Strategically plan ahead by identifying long and short-term objectives to drive positive and meaningful outcomes for executives.
-Proactively anticipate scheduling conflicts and resolve them efficiently.
-Conduct basic research in preparation for meetings, ensuring all necessary materials and information are readily available to the executives.
Project Management
-Ability to visualize entire projects from start to finish, rather than just focusing on individual tasks, ensuring that all components of a project are aligned and contribute to the overall goals.
-Follow up on action items, monitor deadlines, and proactively address any issues or delays to ensure timely completion of tasks.
-Collaborate with team members to ensure that milestones are met and long-term objectives are achieved efficiently.
-Maintain Salesforce tasks and make timely updates, tracking progress and maintaining accurate records for the executive team.
-Keep contact lists current in Salesforce, ensuring that all information is up-to-date and organized.
Travel Management and Expense Reporting
-Coordinate travel arrangements, primarily domestic, including flights, cars, hotels, and other logistics.
-Closely manage detailed itineraries with attention to accuracy, ensuring alignment with team preferences and needs.
-Stay on top of real-time changes, including last-minute adjustments to travel plans, and proactively handle any issues that arise.
-Ensure all travel logistics are organized in sync with the executive’s schedules and meetings, accounting for time zone differences.
-Prepare monthly expense reports for executives.
-Serve as a backup for other Executive Assistants as needed, providing support during absences or high-demand periods.
Requirements of the EA:
-3+ years of experience at the executive assistant level in a professional environment
-Strong verbal and organizational skills; exceptional attention to detail
-Strong interpersonal skills with the ability to work effectively with remote team members
-High level of initiative and responsibility with a dedication to quality
-High degree of adaptability
-Proficiency in resources such as Concur, Salesforce, Box, Microsoft Suite and Zoom and Teams video platform
-BA Degree required
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