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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