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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
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