Our client, a major financial institution, is actively looking for an Executive Assistant to join their team in NYC! This is hybrid position so candidates must be local and commutable to NYC.
**This begins as a 5 month contract with an opportunity to extend or convert at any time**
Responsibilities
- Proactively manage calendar appointments in multiple time zones.
- Accommodating to last minute changes and urgent business needs as required.
- Set the approach for how the VPs spend their time and proactively manage calendar based on this strategy, top priorities and when they will be in office.
- Actively flag and problem solve constraints such as determining delegates when attendees are unable to attend and ensuring read-ahead materials are provided when required.
- Coordinate and perform monthly activities to include, but not limited to, consolidating organization charts, distribution lists and compiling information i.e., mid & year end feedback.
- Manage the team calendar and ensure it is both up to date and accessible
- Provide detailed itineraries of trips, including hotel arrangements, transfers, meetings scheduled, contact details, addresses etc.
- Arrange and manage meetings, including scheduling of conference rooms, coordinating food, logistics, etc.
- Assist in tracking team expenditure and monitor T&E and budget.
- Assisting with recruitment for the team as needed which includes scheduling of interviews and associated tasks. - Assist in preparing select PowerPoint presentations
- Perform other related projects and duties as requested.
Qualifications
- Experience in an executive assistant capacity in a fast-paced environment for large global companies - Able to anticipate well, ask the right questions before problems arise and escalate matters accordingly - Highly proficient technical skills (Microsoft Outlook, Excel, Word, Power Point)
- Proficiency and experience in using macOS and Slack
- Highest degree of integrity, professionalism, diplomacy, and discretion required
- Capable of handling multiple tasks efficiently and meet tight deadlines
- Must demonstrate good judgment and decision-making capabilities
- Must be a resourceful and independent thinker
- Must be a self-starter with excellent prioritization skills
- Excellent verbal and written communication skills
- Highly developed organizational and time management skills with careful attention to detail
- Ability to prioritize and manage multiple tasks simultaneously