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Administrative Assistant – hybrid

New York, New York

Contract

Posted 10/28/2024

Job Description

A contractor is needed in New York, NY to fulfill the role of Administrative Assistant with our client. Monitors SVP mailbox bringing critical/time sensitive matters to SVP’s immediate attention and responding to emails on SVP behalf. Devises organizational procedures for incoming and sent emails: evaluates, prioritizes, creates necessary folders and files; uses recognizable search terms to locate emails. Evaluates mail and assigns to folders for SVP review. Main responsibilities of this resource include:

  • Email/inbox management
  • Scheduling/calendar management
  • Corresponding with C-level EA’s
  • Organizing digital files

 

Hybrid: Likely 1-2 days per week. Looking for someone who is flexible. Usually they go in on 1-2 of the following days: Tuesday/Wednesday/Thursday. Rare to go in Friday / Monday unless it’s a business need.

Must Haves:

  • Previous EA experience/experience supporting executive level
  • Experience in travel industry is highly desirable
  • Experience managing schedules & digital files
  • Flexible
  • Able to multi-task, prioritize – high efficiency
  • Strong organization skills
  • Strong calendar management – ex: SVP’s calendar is constantly changing based on priorities
  • Attention to detail is key
  • Strong articulation, good grammar & writing skills – will be corresponding closely with EA’s for high-level management
  • Strong Microsoft Office: Outlook, Excel, PPT
  • Confident presenting & corresponding with senior management
  • Able to create more efficient processes
  • Knows how to effectively file/create folders in One-Drive/email inbox to keep things organized for tracking and documentation purposes – emphasis on organizing, making things easy to find later on

 

Additional Job Responsibilities:

  • Ensure completion of project and action requests from SVP to GT staff members
  • Manage dynamic calendar. Arrange internal meetings, conference calls, vendor appointments, events and other ad hoc situations that arise from email communications
  • Liaise with C-Level office staff to assist with executive travel and concerns as they arise
  • Maintain supplier/vendor database of contracts and agreements to ensure timely renewals and advise of relevant expiration dates
  • Coordinate and book business travel for SVP
  • Prepare expense reports for SVP, maintain, organize

Job ID:

1008167

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