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Executive Assistant - New York, NY

Branch ID: 5100

Administrative

  • Provide administrative support for internal clients (such as partners and managing directors of the firm).
  • Coordinates meetings and conferences and may attend department meetings and prepare minutes as directed.
  • Handle sensitive/confidential information requiring a high level of discretion.
  • Develop a good working relationship with all levels of staff in all departments.
  • Cultivate relationships and maintain contact with external clients on behalf of internal clients.
  • Function as a backup for other administrative professionals within the group and support other teaming activities as directed.
  • Prepare requisitions for specific office purchases with appropriate authorization and arrange for payment.
  • Search and collect information from various internal/external sources to provide preliminary research.
  • Make time and expense entries accurately in a timely manner.

Communication

  • Compose business correspondence under direction from the clients served.
  • Handle all incoming calls proficiently and follow through with issues raised with appropriate parties.
  • Provide communication summaries and place calls on behalf of client as directed.
  • Arrange essential mail both paper and electronic to help expedite client actions and avoid missing deadlines.

Document Creation

  • Prepare professional business communication documents including memos, letters, invoices and emails with some direction from client.
  • Adhere to firm directed formats including fonts and logos for all internal and external communication documents.

Organizing and Planning

  • Arrange and reserve conference rooms, catering, audio visual and telephony equipment for meetings and conferences as requested by client.
  • Arrange international and domestic travel under guidance from the client in accordance with firm policy.
  • Coordinate and arrange logistics for external functions including meetings, conferences, entertainment, receptions and dinner arrangements with minimal direction from the client.
  • Prepare official agenda for meetings.
  • Compile materials for training and meetings with minimal direction and instruction from client.

Filling and Document Management

  • Develop and maintain effective filing system for the management of client needs and requirements, including classified and confidential files.
  • Maintain contact details for client (business contacts, etc.).
  • Process records for destruction or disposition with supervision.
  • Maintain and update electronic files in eDRMS, eRooms and SharePoint sites as requested.

Qualifications

  • • College Degree preferred, high school diploma required at minimum.
    • 6-10 years' work experience as an administrative assistant supporting executives
  • • Background in professional services firm supporting tax function, is a plus
    • Professional demeanor
    • Organized, detail-oriented, competent follow through skills
    • Excellent computer skills - MS Word, Excel, PowerPoint, Outlook
    • Excellent communication skills – spelling, grammar and proofreading
    • Exceptional interpersonal skills – positive/friendly demeanor, attentive listener
    • Superior organization skills - ability to come up with processes and follow up
    • Ability to exercise good judgment/decision making when necessary
    • Ability to anticipate problems and act accordingly
    • Ability to prioritize and multi-task - great time management
    • Ability to take initiative - assertive and confident.
    • Must have flexibility to work overtime as required

Requirements:
College Degree preferred

About Staffmark

The Company supports affirmative action and equal employment opportunity. The Company will provide equal employment in employment practices to all applicants for employment. Employment decisions shall be made without regard to any protected characteristic such as, but not limited to, race, color, religion, gender, age, disability, national origin, ancestry, citizen status, gender identity, sexual orientation, marital status, status in regard to public assistance, disabled veterans, recently separated veterans, Armed Forces service medal veterans and other protected veterans, genetic information and other legally protected classes. Furthermore, the Company is an E-Verify employer. Information provided on this application will not be used for any discriminatory purposes. The Company complies with all applicable federal, state and local non-discrimination laws and regulations. The Company will provide reasonable accommodations in the application or interviewing process. If you need a reasonable accommodation in the application or interviewing process, please contact us.

Job ID:
96158

Branch ID/Name:
5100

Location:
New York, NY

Category:
Admin - Clerical

Job Type:
Professional Position
Industry
Admin - Clerical

Posted:
2/22/2019

Apply for this Position

Executive Assistant

City, State or Zip Code: New York, NY

Position Type: Professional Position

Date Posted: 2/22/2019