Executive Assistant


Admin and Secretarial

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Branch Information

New York City, NY - Metro - (USA) 99 Park Avenue 6th Floor NY New York , NY - 10016 Phone : 212-557-9110



Job Description

Seeking to hire an Executive Assistant temp to perm role (at least 18 months and can be extended or go perm).

Greet visitors and callers, route and resolve information requests. Type correspondence, compile data for expense and statistical reports. Schedule travel, appointments and meetings. Coordinate space and office organization; maintaining electronic files. 5 years of experience are required.

Job Requirements:

The Administrative Assistant role will provide support for calendaring, travel, and expenses, along with management and oversight of special projects as needed for the GES New York Enterprise Operations Director as well as 4 Client Directors. To perform these tasks effectively, you will be expected to become familiar with the priorities and engagement dynamics of our people within the organization as well as the stakeholders associated with our work.

You will be expected to understand how to handle, with a great degree of independence, incoming asks for time, meetings, resources and other needs as necessary. You will be responsible for following up to ensure proper disposition, and make sure nothing falls through the cracks. You will have the ability to work independently on projects, from conception to completion, and you will be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Other Responsibilities Include:

1. Calendar Management: Manages Directors' calendar by prioritizing schedules and meetings

Meeting Planning and Organizations: Assists in planning and organizing meetings by taking responsibility for assembling the agenda, location, meeting technology (WebEx Meetings) based upon participant needs, and all other meeting logistics.

2. Correspondence/Approvals: Acting as proxy for communications and approvals as authorized. 3.

Answers general questions as necessary and refers (filters) routine matters to appropriate parties and follows up to ensure proper disposition

4. Travel Arrangements: Responsible for making travel arrangements for the principals. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings while managing Cisco expenses

5. Onsite Meetings/Catering: As necessary, support the Director(s) and Staff on their Offsite Meetings; Setting up logistics, catering, communications etc

6. Research, prioritize, and follow up on incoming issues and concerns including those of a sensitive or confidential nature

Candidates must meet the minimum requirements outlined.

Minimum Requirements: (Must have Qualifications)

1. 6+ years experience in an administrative environment. A minimum of two years of experience supporting a principal who was at the Director level and above

2. Great attention to detail and the maturity to handle confidential information. Discretion is key

3. Excellent verbal and written communication skills including the ability to communicate with all levels of Executive/Senior staff and clients

4. Advanced knowledge of Mac/Windows desktop computer applications: Outlook, Word, Excel, PowerPoint

5. Position is in NYC office based. Majority of team is based in NYC. Candidate needs to be on-site most days. No remote option.

Please reply with your Resume and we will reach out to you right away as we are seeking to hire immediately.