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Title: Executive Assistant - 7:30 AM 5:30 PM
Location: NYC
Duration: 12+ months
Rate: $25.00 - $30.00/hr
RESPONSIBILITIES:
Heavy calendar management for high-level executives. Schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
Telephone coverage, answer phones, take accurate messages, know executives whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed, for bankers and colleagues
Coordinate all related conference rooms including any catering, audio/video conference set up
Coordinate closing dinners, client outings
Arrange all aspects of travel, keeping executives travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, rental car and sedan service, currency exchange using agency and online services
Prepare all itineraries
Prepare and submit all expense reports on a timely basis
Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind
Maintain filing system, correspondence, documents and personal files for Executives
Navigate Firm s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
Collect and distribute Managers mail; arrange messenger and overnight package services
Provide backup support for colleagues during vacation/sick days, and assist their Executives as needed with phone coverage and other office needs
Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work areas, etc.
Required Skills and Personal Attributes:
Excellent communication, writing, judgment, and problem-solving skills
Strong attention to detail as well as solid organization/time management skills
Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues
Able to work in a fast-paced environment and handle multiple tasks concurrently
Flexible with coverage & changes
Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
Other applications helpful include Excel, PowerPoint, internet
Solid typing skills (60+ wpm)
Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements