Executive Assistant

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Our client, a beauty and consumer products company located in Lower Manhattan is looking for a Temporary to Permanent Executive Assistant to join their team. This position will start mid October. Schedule is Monday – Friday, hybrid with minimum three days onsite (must work in the office on Fridays). 9am- 6pm with flex for overtime. Compensation is 85K – 95K base, temp rate paid in line. The temp duration is approximately three months with potential to extend/convert to permanent.

Responsibilities: Provide administrative support to leaders of Marketing, Innovation and Sales.

Calendar Management:

• Manage and maintain complex calendars for multiple executives, scheduling appointments, meetings, and travel arrangements.
• Coordinate and prioritize meeting requests, resolving scheduling conflicts effectively.
• Prepare and distribute meeting agendas and materials.

Travel and Expense Management:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Process and reconcile expense reports using Concur, ensuring accuracy and adherence to company policies.
• Maintain accurate records of travel and expense documentation.

Administrative Support:

• Provide general administrative support, including answering phones, managing correspondence, and handling incoming and outgoing mail.
• Provide backup reception coverage as needed, including greeting and assisting visitors, answering and directing incoming calls, and supporting front-desk operations during coverage periods.
• Prepare and edit documents, presentations, and reports.
• Maintain organized filing systems, both electronic and physical.
• Coordinate and organize office events and meetings.
• Order and maintain office supplies.
• Assist with special projects as needed.

Communication and Interpersonal Skills:

• Serve as a point of contact for internal and external stakeholders, providing professional and courteous service.
• Communicate effectively with all levels of the organization.
• Maintain confidentiality of sensitive information.

NYC Specific Considerations:

• Navigate and utilize NYC transit systems when required for errands or travel coordination.
• Handle vendor relationships and be able to coordinate with local NYC vendors.

Qualifications:

• Minimum of 2+ years of experience as an Executive Assistant.
• Proven experience managing multiple calendars and coordinating complex schedules.
• Proficient in using Concur for travel and expense management.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Detail-oriented and accurate.
• Ability to maintain confidentiality.
• High school diploma or equivalent; associate’s or bachelor’s degree preferred.

Preferred Qualifications:

• Experience supporting executive-level management.
• Experience with other travel and expense reporting software.

A1476751NY-Temp_1790962715

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