Executive Assistant, New York

REQUIREMENT DETAILS

Job Title: Executive Assistant- Investment banking

Location: Ny, NY- 10036

Pay Rate: $46.29/hr on W2

Duration: 18-month contract with Possible extension

Full Time Onsite (5 days) with opportunity to WFH based on Executive travel/schedule (max two days/week); WFH days to be discussed with Manager in advance

Description:

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Responsibilities:

Communicates with executives and line management to gather and convey relevant information

Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment

Manages the calendar of multiple stakeholders proactively, effectively resolving conflicts that arise in a professional manner

Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies

Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills

Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member

Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and Judgment

Primary Point of Contact: Business Support Executive / Team

Client Interaction: Occasionally. Associate may interact with clients and/or partners in the industry but will likely not engage with consumers directly

Day to Day Responsibilities (not all inclusive, subject to change):

Manage and own Executive calendar, including coordination of routines with stakeholders and logistics

Coordinate Executive travel through approved channels

Coordinate office reservations / access / logistics to support Executive guests when onsite

Coordinate logistics (room reservations, Webex, time/date evaluation, access, key stakeholder availability, food, materials, etc.) for Executive-owned routines

Support Executive on site as needed (Office issues, technology concerns / updates, printing, etc)

Submit and manage expenses for Executive timely and in compliance with company policies

Management of Leadership Team vacation / OOO calendar in partnership with other Executive Assistants

Daily production of overview detailing Executive routines, topics, relevant associate information, awareness items, and attaching materials for quick reference

Weekly production of calendar and look ahead document detailing key dates, routines, topics and awareness items for Executive and Leadership Team benefit

Coordination and production of weekly leadership team routines including sourcing topics for routines, coordinating materials from speakers, reviewing presentations to ensure executive ready and distributing to necessary audiences following approval from Business Support team. Includes tracking of takeaways and follow up as appropriate

Weekly outline of Executive external / internal commitments to Communications partners to ensure Executive is prepped for external / internal events as needed

Facilitation of Weekly Bullets process in partnership with representatives from each team to provide Executive with "need to know information at close of each business week

Weekly review of associate printing detail and training completion and follow up as appropriate, including escalation as needed to Business Support Team

Maintenance of distribution groups and organizational charts across team

Skills:

Administrative Services

Attention to Detail

Customer and Client Focus

Planning

Prioritization

Adaptability

Collaboration

Event Planning

Problem Solving

Research

Facilities Management

Office Administration

Oral Communications

Recording/Organizing Information

Written Communications

Top 3 Must Have:

Attention to detail, including tracking od deliverables, requests, executive-ready communications and presentations (Outlook, PowerPoint, etc)

Ability to manage numerous priorities and deliverables and prioritize effectively to be able to meet necessary deadlines and expectations without oversight, including being a self-starter

Executive presence and professionalism

Characteristics of the Top Performer

Communicates effectively and concisely

Self-starter

Proactive Thinks furthest ahead

Applies characteristics of executive-ready documentation to all routines and communications

Manage fast paced environment with ease