Executive Assistant Job at Recruiting Support in New York

Your Mission:

Medidata Executive Assistants (EAs) are skilled Admin Professionals who are responsible for performing administrative duties of advanced degrees of complexity for the assigned Executive (coverage may be up to four executives). The EAs have customary responsibilities such as managing correspondence which is often of a confidential nature, preparing research, screening incoming phone calls and mail, communication on behalf of the Executive, and acting as the "gatekeeper" as well as handling more complicated special projects such as coordination of complex meetings. In keeping with these duties, EAs are required to develop an acute understanding of the Executives work style and requirements, and to utilize this understanding to decide which scheduled events, meetings, and requests are most appropriate for allocation of the Executives time. EAs are expected to accept the delegation of less consequential executive tasks, to perform those tasks with minimal disruption to the Executive, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment. In summary, Medidata EAs are expected to conform to the highest standards of performance, dependability, and professionalism. The role may be required to be in office up to three days a week and also flexibility with executive schedules and meetings.

Desired Skills and Experience

Strategically manage complex calendars in a rapidly changing environment, requiring coordination

with both internal and external Executives and Assistants

Set up domestic and international travel arrangements

Create and maintain an inventory of critical path projects and high-priority business development activities

Plan and execute on-site and off-site meetings, dinners, and events

Regularly organize meetings and calls with both internal and external business partners

Process Executive expense reports ensuring compliance with company policies

Provide ad-hoc assistance when in the office including receiving catering, room booking, and general office questions

Maintain up-to-date distribution lists

Manage multiple priorities in a constantly evolving environment

Additional responsibilities as assigned

Your Competencies:

Superior verbal and written communication skills

Exercises discretion and sound judgment; maintains confidentiality

Excellent organizational and time management skills

Proficiency in Google Apps (Office Apps), Concur, and Microsoft Office Suite

Dependable, punctual, follows instructions, responds to management direction and solicits feedback to improve performance

Ability to work independently and proactively; demonstrates initiative

Ability to make professional decisions based in accumulated knowledge of position responsibilities

Demonstrates accuracy and thoroughness; monitors own work to ensure quality

Ability to multitask effectively

Strong interpersonal skills, ability to work in a team environment when required; high degree of tact

Your Education & Experience:

• Minimum of 3 years experience as an Executive Assistant, Assistant to a C-level Executive, or Office Manager.