A new media tech company is seeking a dynamic, Executive Assistant to join their fast-paced NY office supporting two Senior Vice Presidents and their respective teams. The ideal candidate for this position has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently. This individual will also be instrumental in helping to develop and manage team building and engagement activities. This position has visibility to the Executive Leadership team. Excellent written & verbal communication skills are required.
About the Opportunity:
- Assignment Length: 6-month contract with potential to convert
- Schedule: 3x week onsite, 2 days work from home
- Hours: 9am to 5pm
Responsibilities include, but are not limited to:
- Manage and maintain executives' calendars, including scheduling meetings, appointments, and travel arrangements.
- Prepare internal and external communications, reports, and presentations.
- Assist with project management and tracking deliverables and deadlines.
- Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink.
- Responsible for submitting invoices, ensuring they are successfully processed and troubleshooting any issues in addition to reconciling expenses against the budget.
- Manage expense reports related to executive activities.
- Coordinates on-boarding and off-boarding employees and consultants, including hardware installation request/repair, space planning, etc.
- Support the planning and execution of company events, off-sites, and board meetings.
- Manages general office and administrative tasks, including ordering miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, deliveries, etc.
- Champions a vibrant team culture through conception and administration of team-building activities and more effective ways of working.
- Performs other duties as assigned and assists with special projects as needed.
Qualifications
- Previous experience maintaining multiple calendars, work and travel schedules using Microsoft Outlook.
- Strong interpersonal skills, including a professional communication style via phone, email, Slack and in-person
- Proficient with Microsoft Office programs including Outlook, Word, and Excel with advanced knowledge of PowerPoint.
- Self-starter with a proactive approach to problem-solving.
- Exceptional organizational skills and ability to multitask in a fast-paced environment.
- Ability to work and maintain confidential information.
- Experience taking detailed notes and extracting action items.
- 3+ years of experience in executive-level administrative support.
