Executive Assistant

New York, NY

Posted: 01/09/2019 Industry: FIN Consulting Job Number: 11740309
Cover for employee who is going on leave.

Job Responsibilities:
" Able to support the Global Head, Managing Director along with other senior level managers simultaneously
" Provide telephone coverage, answer phone lines for multiply managers, take accurate messages, know executives' whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other phone lines, as needed
" Maintain executives' calendars (via Outlook) which includes scheduling meetings, conference calls and handling meeting conflicts
" Coordinate conference rooms including audio and video conferences
" Coordinating town halls/open forums which includes interaction with multimedia and arranging conference rooms located at domestic and international offices
" Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service as needed. Also assisting with passport or international travel requirements such as vaccination. Keeping executives' travel profile up-to-date, manage approvals and status of travel
" Prepare and submit all expense reports on a timely basis, following up on discrepancies and missing receipts to maintain current balances
" Prepare and handle highly confidential documents and correspondences
" Prepare memos, create and edit presentations, gather meeting materials; copy, collate, bind if necessary
" Managing expenses for travel, licenses and other related business related expenses
" Navigate Firm's resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
" Distribute executives' mail, 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
" Setup and maintain mail groups, keep orderly, fully-functioning work area
" Receive all external visitors and arrange guest passes and guest space via internal system
" Assist with ad-hoc projects

Qualifications:
" Experience supporting multiple senior professionals including heavy calendars management and phone coverage
" Must be flexible covering different managers' as group grows or changes
" Experience working in a financial industry (5-10 years)
" College Degree Preferred (or relative corporate experience preferred (5+ years of experience)
" Excellent communication, writing, judgment, and problem-solving skills
" Strong attention to detail as well as solid organization/time management skills
" Must be an enthusiastic and 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
" Proficient in Microsoft Office especially PowerPoint, Excel and Outlook for email, calendar and contacts
" Other applications helpful include internet and research tools and pulling reports from a database
" Keep up to date with office procedures and technical training as well as all policy guidelines and compliance requirements
" Experience and knowledge of Concur, SharePoint and Ariba
" Solid typing skills (60+ wpm)
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