Executive Assistant

New York, NY

Posted: 11/29/2018 Industry: FIN Consulting Job Number: 11630096
Calendar maintenance, Travel booking, Arrangement of large meetings/off sites, Excellent written/verbal/interpersonal skills

We are seeking a high potential candidate to provide executive support for the Global Head of Operations Risk and Regulatory Control (Managing Director) and his New York based management team (3 people total).

This role is based in New York and co-located between our 1585 Broadway and 1 New York Plaza offices.

Responsibilities:
" Maintain executive calendars; schedule/reschedule meetings, handling meeting conflicts and prioritization issues
" Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings
" Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment
" Handle business travel with responsibility for booking travel arrangements; coordinating out-of-town meeting schedules and preparing travel and submitting expense reimbursement requests
" Coordinating logistics, travel booking, and agendas in preparation for on-site and off-site meetings, conferences and events.
" 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
" Provide visitor assistance (coordinating access with security, reception, etc.)
" Responsible for additional miscellaneous administrative activities including, but not limited to mail group creation/maintenance, scanning/sending documents, coordination of office supplies and equipment needs
" Performing related duties as assigned

Qualifications:
" Conducting themselves at a high level of professionalism
" Excellent written, verbal and interpersonal communication skills
" Attention to detail
" Good problem-solving ability
" Flexible attitude and excellent judgment skills
" Excellent time management skills with ability and willingness to manage multiple priorities in a professional manner
" Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team
" Self-started and able to take independent initiative for action within areas of responsibility
" Highly trainable with ability to learn and open to taking on new projects
" Must have strong flexibility in regard to the duties assigned, and the hours necessary to complete them.
" Strong working experience with Microsoft Outlook, Word, Excel and PowerPoint
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