The ideal candidate has experience handling a vast range of administrative tasks with little to no supervision. This person enjoys working in a fast paced environment while fielding requests and maintaining a well organized office for the executive. Important characteristics for this position are attention to detail, assertive decision making, being proactive, resourceful, efficient, strong written and verbal communication skills, and strong follow up skills.
This candidate should conduct him/herself with a high-level of professionalism when dealing with people you come in contact with on a day to day basis at all levels of the industry and company. This candidate will take pleasure in fully supporting a busy executive with a global position and realize the line of their office starts with the executive assistant. A pleasant phone manner and friendly disposition are a must. He/she should be capable of the utmost discretion with regards to confidential matters.
4+ years executive assistant experience working with senior level staff.
Excellent Outlook calendar management skills capable of handling complex executive meetings spanning multiple time zones.
Expert knowledge of Microsoft Office Suite.
Experience making complex travel arrangements and coordinating meeting agendas and itineraries for business trips.
Heavy calendar coordination requiring interaction with internal and external executive assistants, executives and consultants to plan complex meetings.
Placing all calls for the executive while handling and directing all incoming calls.
Screening/maintaining email and correspondence while responding to routine inquiries or alerting executive to an urgent matter.
Handling requests for information via research or fielding requests to the appropriate team member.
Liaising between executive and staff for specific requests for projects, etc. with follow up to be sure requests are completed in a timely manner.
Submit expense reports and coordinate expense report approvals of direct reports.
Miscellaneous personal requests from the executive and his immediate/extended family.
Reforecast payroll and budgeting for executive’s time in draft form for executive’s review and submittal.
File and maintain a vast filing system spanning hard files, archives, email and Documentum with the ability to retrieve any email or document when requested by the executive.
Handle requests from senior management such as travel arrangements, obtaining Visas, and document preparation.
Review and summarize incoming mail as appropriate.
Tishman Speyer Properties lays claim to two of the most famous slices of the Big Apple -- New York City's Chrysler Building and...