Executive Administrative Assistant at Other in New York City, New York, United States —
- Human Resources
- New York City, New York, United States USA
- 12/6/18 2018-12-06
Job ID: 400353
Executive Assistant to The Directors of External Affairs and Communications
-Proactively manage calendars with an awareness as to purpose, timeliness, participation and business rationale for meetings and events; minimize juggling of last minute requests/demands and shuffling of meetings
-Follow up on deadlines and ensure materials for meetings are received on a timely basis
-Respond in real-time to urgent inbound requests and scheduling updates
-Plan international and domestic travel logistics including seamless travel itineraries, biographies for meetings/meals with new acquaintances, hotel and dinner reservations, drivers, security etc.
-Coordinate all preparatory documentation/briefings, and proactively handle logistics and hospitality for meetings, conference calls and any other related items.
-Research, prioritize, and follow up on incoming issues and concerns addressed including those of a sensitive or confidential nature. -Determine appropriate course of action, referral, or response.
-Create presentation materials, decks as required for meetings
-Collate assets as required for content needs
-Manage agency relationships from a logistics perspective including invoice processing, updating statements of work, etc.
-Ensure priorities are managed; daily and long-term requests are addressed
-Provide a bridge for smooth communication with internal departments and global marketing and communications leadership; demonstrate leadership to maintain credibility, trust and support with senior management staff
-Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
-Execute day-to-day administrative tasks including arranging deliveries, updating contacts, conducting research
-Execute special projects as requested
-2 administrative assistant experience, with at least 5+ years as an executive assistant to a C-suite level executive
-Interest in Marketing and Communications
-Exceptional professionalism, communication (both written and verbal) and interpersonal skills
-Strong work ethic, highly responsive with a warm attitude
-Experience building relationships both internally (among employees) and externally (with vendors, customers, etc.)
-Calm demeanor under pressure and ability to remain professional at all times
-Experience working collaboratively with the ability to execute independently
-Self-starter, proactive, extraordinarily detail oriented with a “no task too big or too small” attitude