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location

New York, NY

salary

$125,000

-

$140,000

employment type

Direct Hire

category

Administrative

division

Career Group

Executive Assistant / Office Administrator

One of the world's leading Investment firms is hiring for an Executive Assistant to support a high level, visible and incredibly kind Sr. Executive in their New York office.
They are seeking someone highly experienced in a senior level support role who can maintain the Executive's and his team's day to day . Someone who is high energy, extremely professional, engaging & polished to interact with clients on his behalf. A team-player mentality is a must in this role as this person will also be the main point of contact for all office matters.

*$125-140k + Bonus

In this role, the EA will be representing this executive and act as a true gatekeeper and feel comfortable speaking with high profile individuals, both inside and outside of the firm. They are passionate about being in a support role, comfortable with booking travel and managing expenses as well as handling inventory, trouble shooting IT issues and keeping the office running smoothly.

Hours: 8:00am to 6:00pm and 5x week onsite with occasional opportunity for remote days.

Must be responsive to emails/texts after hours, particularly when the executive is traveling.

Responsibilities:

• Create and manage daily heavy schedules and proactively keep Executive on schedule.
• Book first class complex domestic & global travel including detailed point-to-point itineraries & transportation logistics.
• Proactively manage all priorities, tasks, and deadlines and constantly remind Executive so all is completed in require time frame.
• Answer all incoming calls, often with extensive interaction and engagement to ensure the executive is fully informed of matters
• Plan team functions, investor dinners etc
• Prepare expense reports via Concur on timely basis.
• Serve as primary gatekeeper in-person, over the phone and via e-mail.
• Manage daily office operations including office inventory, supplies, liaise with IT Departments and Facilities
• Handle mailing, shipping, printing and binding presentation books
• Initiate correspondence relating to business affairs
• Ad hoc projects as needed

Skills & Requirements:
• 5 + years Experience working as an EA executive(s), finance industry preferred
• Office Operations experience preferred
• Understanding of complex travel arrangements, hotels, restaurants, airlines, working across various time zones
• Excellent multi-tasking skills and organizational skills
• Remaining proactive and flexible is a must; the ability to work independently, anticipate needs/problems, use sound judgement when decision-making and manage schedules accordingly
• Superb communication skills in person, over the phone and via e-mail
• Great listening, observation, and networking skills
• Demonstrated ability manage unexpected and urgent matters
• Ability to manage constantly changing and complex scheduling needs for a very busy Executive
• Very detail oriented and able to work with little to no direction

Please submit your resume to be considered for this opportunity!

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