Executive Assistant

New York, NY

Posted: 10/09/2018 Industry: FIN Consulting Job Number: 11428359
Required for now
Bachelor's degree
Concur
Finance expereince

Seasoned Executive Assistant needed for Division Head and team of Senior Level Executives. Assignment duration 3 months, potentially longer.

Responsibilities:
" Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment
" Arrange large group meetings with responsibility for coordinating availability with all parties; reserving meeting rooms and securing call-in numbers; arranging special meeting facilities; sending meeting confirmation emails; preparing and distributing meeting materials
" Heavy calendar management - maintain executive calendars; schedule/reschedule meetings by partnering and coordinating with internal and external constituents. Calendars to be managed on a global basis (across all regions)
" Communicate effectively and professionally with executives; act as liaison with clients and their assistants
" Handle heavy business travel with responsibility for booking travel arrangements; coordinating out-of-town meeting schedules and preparing travel and submitting expense reimbursement requests
" Maintain executive files such as correspondence files, document files and office files
" Handle executive mail including pre-sorting and prioritizing mail and responding to immediate and urgent requests
" Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings
" Responsible for additional miscellaneous administrative activities including, but not limited to updating presentation materials and excel spreadsheets; preparation of copies; supply management; sending/receiving faxes; maintaining orderly, fully-functioning work area for executives and their staff


Qualifications:
Finance experience preferred.
" Strong understanding of all office technology and advanced knowledge of Microsoft Office products, particularly Word, Excel, PowerPoint and Outlook
" Experience with Concur required
" Strong attention to detail with excellent organizational skills
" Possess solid client-focused and collaboration skills in a team environment willing to assist colleagues and all members of the team
" Must be self-motivated and hard working with ability to handle changing priorities and multiple tasks simultaneously
" Excellent time and project management skills
" Strong written and verbal communication skills
" Ability to maintain poise, presence and professionalism.
" Proactive and exhibits sound judgement
" Strong written and verbal communication skills
" Demonstrates positive initiative and is comfortable working in a fast paced environment

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