Executive Assistant

Position Overview

Job titleExecutive Assistant
Office locationNew York
Reports toChief of Staff

Responsibilities:

  • Executive assistance to US CIO, Chief of Staff, Head of New York Office, and CEO as needed:
    • Inbox and calendar management
    • Organize travel, accommodation, transfers, and itineraries
    • Expense reconciliation
    • Planning and scheduling meetings and appointments, across various time zones
    • Communicate to internal and external stakeholders
    • Research booking of personal travel
  • Prioritize conflicting needs; handle matters expeditiously, proactively and follow-through on projects to successful completion
  • Schedule and collate meeting materials for:
    • Weekly Case Status Meetings
    • Monthly Marketing Meetings
  • Preparation, collation and distribution of supportive documentation, notes, and correspondence
  • Format and printing of complex documents in Word, Excel, and PowerPoint.
  • Co-ordinate functions and events.
  • Assist in projects and other ad-hoc tasks as required.

Person Specification

This position is a senior support role and requires a dedicated individual with a minimum of 5 years work experience as an Executive Assistant to C-Suite. A person who has a high degree of attention to detail, an understanding of general office procedures, strong Word, Excel, and PowerPoint skills, a willingness to provide support at all levels and an outgoing disposition.

Skills and Personal Attributes

  • Excellent organizational skills
  • Extremely high degree of attention to detail
  • Advanced in MS Office – Word, Excel and PowerPoint
  • Technologically savvy
  • Accurate data entry and word processing skills
  • The ability to manage deadlines
  • Ability to handle highly confidential matters with discretion
  • Ability to communicate effectively at all levels
  • Strong follow-up, time management, and multi-tasking skills
  • Ability to shift priorities
  • Excellent interpersonal skills and phone manner
  • Excellent verbal, written, and presentation skills
  • Ability to compose general correspondence for distribution to internal and external parties
  • Good judgment and decision-making skills
  • Proactive in approach to workload
  • Ability to work independently requiring minimal supervision.