This position assists the SVP of UBM Live NY in daily job duties including but not limited to communicating to management and staff, making travel arrangements, arranging meetings, and preparing documents.
Send communications to divisions and subdivisions at SVP’s direction.
Follow up with managers to make sure deadlines are kept.
Arrange and manage offsite meetings. Make all logistic arrangements for offsite meetings and for leadership meetings.
Manage SVP and Regional Finance Director’s calendar and contacts. Arrange global travel, meetings, and conferences.
Coordinate internal and external events including but not limited to working with vendors, selecting venues, booking conference rooms and hotels.
Coordinate conference rooms and occasional outside dinners.
Assist SVP with meeting preparation, documentation, mail, and other administrative duties.
Assure appropriate handling of confidential information and documents.
Complete expense reports and assure reimbursement.
Take, transcribe, and publish meeting minutes.
Maintain memberships and subscriptions.
Manage incoming calls.
Support HR team by arranging logistics for adhoc events.
Assist Show Teams with various projects (i.e. database entry, mailings & any other reasonable projects as time permits)
Preparing and sending Visa letters.
Proficient in 2007 Office Suite (Outlook, Word, Excel, PowerPoint).
Familiarity with on-line travel system (Axiom), audio- (ReadyTalk) and video-conferencing systems, Concur expenses system.
Strong organization and communication skills. Ability to use tact and diplomacy.
Ability to work accurately and with an orientation to deadline and detail.
HS diploma required. College degree preferred.
Several years executive support experience.
Experience supporting more than one executive or manager.