Executive Administrative Assistant

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Our client, a well known beauty brand, is seeking a Temporary Executive Administrative Assistant II candidate for a 3 month assignment in their Hudson Yards office. This role requires 5 days on site with a total of 40 hours a week. The assignment will start on April 13th and will continue through July 12th. This opportunity pays up to $39.86/hr.

Responsibilities:

Support the CDMO with administrative tasks, including;

• Complex and fast-changing calendar management for internal and external meetings
• Serve as the primary point of contact for the CDMO leadcom
• Assist with organizational and business functions of the department as needed, including drafting correspondence, drafting memos, drafting agenda, drafting presentation decks, tracking precedent, and setting project milestones and/or communications
• Liaise with internal executives, teams, as well as external media partners to establish seamless communication, working across multiple time zones and partners.
• Manage travel arrangements (including global travel) and expense reports and submission
• Secure office and seating with new LUSA system
• Manage the departments T&E, including creating monthly pacing reports
• Anticipate the CDMO’s needs and proactively address issues and opportunities

Logistics Management for onsite / remote meetings and events:

• Prepare agenda, send meeting requests, confirm attendance of required attendees, reserve appropriate meeting space, and partner with IT for use of technical systems when needed (i.e.: video conference, use of external or internal drives), manage ordering of catering, supplies and equipment.
• Manage the planning of regular team meetings, offsites, social events, division events and managing employee moral
• Advise concierge of visitors, arrange schedule for and greets visitors and escort them to appropriate area or person

Qualifications:

• Bachelor’s Degree
• 5+ years’ previous executive assistance experience; support of c-suite executives preferred.
• Excellent proficiency in Microsoft Office (i.e., Teams, Outlook, OneDrive, Word, Excel & PowerPoint) and SAP Concur.
• Strong written and oral communication skills.
• Extremely strong interpersonal skills with a seamless ability to engage with people of diverse backgrounds and levels both internally and externally, as well as varied cultural backgrounds and creative personalities
• Ability to use judgment and discretion in complete tasks with limited or no direction.
• Ability to prioritize and multi-task daily responsibilities, effectively.
• Possess a high degree of professionalism & ability to handle highly confidential information.
• Takes ownership and anticipates recurring/large meetings agendas, preparation processes (pre-reads, surveys (pre or post), easy to gather materials.
• Ability to integrate critical thinking and accuracy in organizing meetings – from schedule sequences with other meetings to cross checking attendees.
• Persistent follow-up with stakeholders to ensure materials are prepared and shared in a timely manner with meeting attendees.
• Ability to work in a challenging and fast paced environment with a strong sense of urgency.
• Confident to ask for clarification to deliver results and better prioritize.
• Strong work-ethic, can-do attitude, proactive, resourceful, efficient and forward-thinking.
• Attendance is an essential function of this position following Hybrid Flex policy

A1454832NY-Temp_1776195008

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