Executive Assistant - 1633 Broadway NY at eTeam in New York, NY

Job description

• Job Title: Executive Assistant
• Location: 1633 Broadway NY (Onsite)
• 5 months contract

Responsibilities

• • Provide excellent telephone coverage including ability to manage priorities, handle urgent calls with professionalism and good judgement
• • Arrange large group meetings with responsibility for coordinating availability with all parties, reserving meeting rooms, arranging special meeting facilities, sending meeting confirmation emails and distributing meeting materials
• • Maintain executive calendar, schedule/reschedule meetings, conference calls, field emails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• • Handle business travel with responsibility for booking travel arrangements, coordinating out-of-town meeting schedules and preparing and submitting expense reimbursement requests
• • Communicate effectively and professionally with executives, act as liaison with clients and their assistants
• • Maintain filing system, correspondence, documents and personal files for Managers
• • Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
• • Open and distribute Managers’ mail, sort and prioritize; arrange messenger and overnight package services
• • Provide backup support for colleagues during vacation/sick days, and assist their managers as needed, with phone coverage and other office needs
• • Responsible for additional miscellaneous administrative activities including but not limited to preparation of copies, supply management, maintaining orderly and fully functioning work area for executives and their staff
• • Business unit administrative functions such as managing the onboarding of new hires including desk/office set up and log-in credentials

Requirements

• Provide excellent telephone coverage including ability to manage priorities, handle urgent calls with professionalism and good judgement
• Arrange large group meetings with responsibility for coordinating availability with all parties, reserving meeting rooms, arranging special meeting facilities, sending meeting confirmation emails and distributing meeting materials
• Maintain executive calendar, schedule/reschedule meetings, conference calls, field emails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Handle business travel with responsibility for booking travel arrangements, coordinating out-of-town meeting schedules and preparing and submitting expense reimbursement requests
• Communicate effectively and professionally with executives, act as liaison with clients and their assistants
• Maintain filing system, correspondence, documents and personal files for Managers
• Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
• Open and distribute Managers’ mail, sort and prioritize; arrange messenger and overnight package services
• Provide backup support for colleagues during vacation/sick days, and assist their managers as needed, with phone coverage and other office needs
• Responsible for additional miscellaneous administrative activities including but not limited to preparation of copies, supply management, maintaining orderly and fully functioning work area for executives and their staff
• Business unit administrative functions such as managing the onboarding of new hires including desk/office set up and log-in credentials

Skills

Required

• Excellent telephone coverage
• Prioritization and handling urgent calls
• Meeting coordination
• Calendar management
• Travel booking
• Expense reimbursement
• Professional communication
• Liaising with clients
• Filing and document management
• Interdepartmental communication
• Mail handling
• Backup support