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Our client, a well known household appliance company, is seeking a Temporary to Permanent Executive Assistant to support their President of North America and two other high level VPs. The candidate is expected to be in the office 5 days a week from 9am-5pm, with flexibility as needed.
The ideal candidate is scrappy, thrives in chaos, and brings a yes-mentality. This is an all-hands-on-deck type of environment, and you may be asked of things outside of your job description. This role offers a lot of exposure as the only admin in the NYC office, and the right candidate can work well independently, and is excited about this!
About The Role:
Provide high degree of administrative support and exceptional customer service to the US Executive Team
- Coordinate calendars and assists in balancing conflicting priorities
- Prepare expense reports monthly
- Manage and coordinate meetings and appointments
- Provide support with various reports and documents
- Arrange travel plans in accordance with appropriate budget and policy
- Submit purchase orders and track receipt of goods
- Organize and maintain department files in accordance with company record control procedures
- Maintain department supplies in accordance with company purchase and requisition procedures
- Create, edit, and design PowerPoint presentation slides for Executive Team members as needed
- Coordinate Marketing closet (product ordering, inventory, mailings).
- Meet with outside vendors as instructed by US Executive Team
- Manage budget for on-site and off-site meetings
Seek out and effectively communicate needed information
- Respond to written and verbal inquiries and requests on own initiative
- Respond to routine correspondence or draft responses for leader approval
- Prepare letters, memos, complex reports, type performance reviews, and other forms as requested
- Provide support with various reports and documents
- Handle internal and external contacts professionally and in a courteous manner
Effectively coordinate meetings and conferences involving the Executive Team
- Coordinate and set agenda for executive team meetings and functions
- Ensure appropriate facilities are arranged and manage details for leaders appropriately
- Create and assemble presentation documents
- Prepare reports/projects which involve multiple resources/data sources
- Take and distribute minutes as required
Fulfill other duties as required
- Special projects as needed
- Relish the opportunities to pick up new activities that fall broadly in the purpose of the role
- Ability to take initiative to think outside the box and identify opportunities for improvement
- Identify problems and find solutions
About You:
- HS Diploma or GED required
- Minimum of 4+ years in an Office or Project Management role, preferably 2 years providing executive level support
- Advanced with Outlook and Microsoft Word
- Proficient MS Office including Word, Excel, Outlook, and PowerPoint
- Excellent written and verbal communication
- Ability to be proactive and to anticipate needs based upon changing circumstances
- Superb organizational skills, detail orientation and ability to prioritize in the face of ever changing priorities are a must
- Must be positive, has a do what it takes attitude and treats all people appropriately, no matter what their level in the organization
- Excellent problem solving skills and the ability to anticipate needs and resolve difficulties to ensure a smoothly running, supportive environment for a senior leaders
- Strong attention to detail and organization
- Self-starter with the ability to work independently
- Must be adaptable to a fast paced environment
- Schedule flexibility including overtime where necessary
- Strong communication and interpersonal skills
- Must be enthusiastic and personable
- Ability to maintain confidentiality
- Ingenious-empirical, disciplined and a problem solver
- Attuned-emotionally smart, having positive intent
- Shrewd-make sound decisions, long-term commercial thinking
- Architect-setting and raising the bar, providing clarity and honest, coaching, developing talent
Compensation:
- Up to 105K DOE, hourly in line + Discretionary Bonus
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