Executive Assistant
kgb - New York, NY

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The Executive Assistant will provide an efficient and responsive administrative, organizational, and logistical service to both the Global CEO and the Chairman of the Board, helping them to manage and prioritize their time.
This role will also be responsible for effectively managing all aspects of the NYC office and ensure the Global CEO and other senior level executives are organized and working efficiently. This role requires exceptional communication skills, the ability to manage multiple tasks, and must exercise excellent judgment.
Responsibilities include but are not limited to:

  • Support the Global CEO in planning, directing, managing and coordinating day-to-day business activities.
  • Maintain the CEO’s schedule including heavy calendar management; make necessary preparations for upcoming travel and meetings, including hotel and catering arrangements and ensure that all technical equipment is fully operational.
  • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements.
  • Place and receive all outgoing/incoming calls for the CEO.
  • Act as sole manager of all appointments, scheduling, invoices and emails for the CEO.
  • Create, monitor and transfer multiple domestic and international conference bridges and meetings for the CEO.
  • Identify the need for and assisting in the preparation of agenda materials for meetings which the CEO and other senior executives attend.
  • Create and modify documents and presentations for internal and external use by the CEO.
  • Assist in the preparation of presentations, as well as with all related correspondence, memos, charts, etc.
  • Liaise with Executive Management across the organization in a professional and effective manner.
  • Process expense reports for senior level executives.
  • Act promptly and thoroughly to fulfill requests from multiple sources.
  • Handle highly sensitive and confidential information appropriately.
  • Assist with general and other ad hoc office administration duties when required.
  • Oversee the workload of the NYC Office Receptionist.
  • Extended work hours and availability via Blackberry required, as needed.

Required Experience, Knowledge, and Skills:

  • Bachelor’s degree
  • 5 + years of demonstrable experience in an administration/executive assistant/personal assistant role supporting high-level executives in a highly pressurized, fast paced, rapidly growing environment requiring tact, judgment, and discretion in handling internal and external contacts.
  • Attention to detail in composing, typing and proofing materials, establishing priorities, flagging items for CEO attention and meeting deadlines.
  • Experience of calendar management/researching and booking of travel and accommodations.
  • Ability to anticipate the needs of the CEO and other senior executives.
  • Must have firm sense of responsibility.
  • Ability to manage multiple tasks effectively with frequent interruptions.
  • Initiative and willingness to assume additional responsibilities as needed beyond the scope of the job description.
  • Must have the ability to use initiative, make decisions, and exercise sound judgment.

Technical and Functional Skills:

  • Demonstrated expertise with Microsoft Office applications (i.e., Word, PowerPoint, Excel, and Outlook) and Internet Explorer.
  • Excellent written and verbal communication skills.
  • Proven experience with managing highly confidential and sensitive information.
  • Excellent time and project management
  • Excellent negotiation and organizational skills.
  • Must be detail oriented, comfortable juggling tasks from the routine to the extraordinary, and possess a demonstrated ability to work productively in a fast-paced environment with a proactive and positive attitude.

Technical and Functional Skills:

  • Demonstrated expertise with Microsoft Office applications (i.e., Word, PowerPoint, Excel, and Outlook) and Internet Explorer.
  • Excellent written and verbal communication skills.
  • Proven experience with managing highly confidential and sensitive information.
  • Excellent time and project management
  • Excellent negotiation and organizational skills.
  • Must be detail oriented, comfortable juggling tasks from the routine to the extraordinary, and possess a demonstrated ability to work productively in a fast-paced environment with a proactive and positive attitude

Indeed - 8 months ago - save job - block
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