Executive Assistant

Executive AssistantMidtown Manhattan | $65,000-$80,000 pa | Temporary to Permanent Contract | Onsite PositionWe are partnered with a visionary interior design firm based in Midtown Manhattan, who are recruiting for an experienced Executive Assistant to support senior leaders within their renowned world-class brand.In this role, you will be supporting our Executive Vice President & Design Director.Administrative DutiesServes as the gatekeeper, both in person and on the phone, for the Executive VP & Design Director.Proactive, accurate, service-oriented management of Executive VP & Design Director schedule, tasks, and supportOrganizes and manages travel for Executive VP & Design Director and ensures company is getting most cost-effective rates on airfares and hotelsPreparation of Executive VP & Design Director for all meetings and presentations, including printouts, iPad, drawings, etc.Files correspondence and other materials on behalf of Executive VP & Design Directoras requiredTypes forms, form letters and other documents on behalf of Executive VP & Design Director as requiredCollates, scans and photocopies materials as requiredProtects confidential information shared by Executive VP & Design DirectorAdministrative Duties (General)Professional demeanor with clients (internal & external)Professional written correspondence with staff and clientsServes as the gatekeeper, both in person and on the phone, for the organization as requiredAnswers telephones: screens calls, forwards calls and/or records and forwards messages accuratelyManages and coordinates the conference room calendars to ensure no double-booking and smooth transitions from meeting to meeting in conjunction with Office ManagerPrior to meetings in conference rooms:Ensures all rooms are cleanEnsures presentation technology is set-up and working appropriately (Zoom, Teams, etc.)Orders catering as requiredPost meetings in conference rooms:Ensures room is clean (removes trash & food, and wipes down surfaces as required)Follows-up with teams/studios to remove all materials as requiredEnsures technology is reset and ready to use for next meetingCoordinates and manages packages and shipping as requiredSkills & QualificationsA least 2-3 years demonstrable experience supporting executive levelWorking in a design related environment is preferredExceptional time management, able to juggle conflicting priorities and make decisions in a fast-paced environment.Proficient in the use Microsoft Office programs (Outlook, Word, Excel)Highly presentable, organised with attention to detailExcellent written and verbal communication skillsWish to apply?Please forward your CV to Anna Curtis at Insignis Talent at acurtis@insignistalent.com