Executive Assistant

New York, NY

Post Date: 06/25/2018 Job ID: 10915886 Industry: FIN Consulting
Job Responsibilities:
" 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
" Heavy client interaction with high-level executives; act as liaison with clients and their assistants
" Maintain executives' calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
" Coordinate all related conference rooms including any catering, audio/videoconference 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 Managers
" Navigate Firm's resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
" Retrieve research or other necessary materials from intra/internet
" Send and retrieve digital and inbound faxes
" Open and distribute Managers' mail, sort and prioritize; arrange messenger and overnight package services
" Provide backup support for colleagues during vacation/sick days, and assist their Managers as needed with phone coverage and other office needs
" Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area

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 to covering different groups

Other Requirements:
" Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
" Other applications helpful include Excel, PowerPoint, internet and research tools
" Solid typing skills (60+ wpm)
" Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements

Reports to:
" Office Manger

Hours:
" 7am 5pm

Top Skills: Candidate must be able to provide Thorough Calendar Management, there will be high volume of expenses & travel booking


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