Executive Assistant at Hired by Matrix, Inc in New York, NY

Job description

• Are you ready to build your career by joining a global financial institution. If so, our client is hiring an Executive Assistant.
• Contract
• Onsite

Responsibilities

• Provide excellent telephone coverage, managing priorities and handling urgent calls with professionalism and good judgment
• Arrange large group meetings, coordinate availability, reserve meeting rooms, and distribute meeting materials
• Maintain executive calendar, schedule/reschedule meetings, handle meeting conflicts and prioritize issues
• Manage business travel, book travel arrangements, coordinate out-of-town schedules, and prepare expense reimbursement requests
• Communicate effectively with executives and act as liaison with clients and their assistants
• Maintain filing system, correspondence, documents, and personal files for managers
• Navigate firm's resources and interface with various departments on behalf of executives
• Open and distribute managers’ mail, sort and prioritize, and arrange messenger services
• Provide backup support for colleagues during absences and assist with phone coverage and other office needs
• Perform miscellaneous administrative activities including preparation of copies, supply management, and maintaining orderly work areas
• Manage onboarding of new hires including desk/office setup and log-in credentials

Requirements

• 3+ years of experience in an Executive or Administrative Assistant role
• Proficiency in supporting executives with calendar management, travel arrangements, meeting coordination, and expense reporting
• Strong communication skills for professional interaction with executives, clients, and stakeholders
• Proven ability to manage multiple priorities in a fast-paced environment while maintaining confidentiality and attention to detail
• Proficiency in Microsoft Office and strong organizational skills
• Demonstrated employment stability and a record of successfully completing prior assignments

Skills

Required

• Calendar management
• Travel arrangements
• Meeting coordination
• Expense reporting
• Microsoft Office
• Organizational skills
• Confidentiality
• Attention to detail
• Communication skills
• Prioritization
• Time management