Executive Assistant Job at Gravity Staffing, Inc. in Stamford

A great Executive Search firm needs an Executive Assistant/Office Manager to add to their growing, dynamic financial recruitment team in their Stamford, CT office. The position is in office Monday-Thursday and work from home on Fridays, and the hourse are 9-5:30.

Responsibilities include:

• Calendar management and travel arrangements for company President, other Recruiters and potential candidates, involving airfare, hotel and ground transportation, as well as interview scheduling.
• Creating files for each client as they are acquired, compiling data such as company information, competitors and press releases.
• Development and updating company press kit/marketing materials to be readily available to new and existing clients.
• Perform reference checks on candidates and provide write-ups to client.
• Responsible for coordinating weekly Recruiter job list meetings and preparing corresponding paperwork for such, in addition to setting up individuals on conference and videoconference call-ins.
• Maintain and update interview schedules for Financial Executive Recruiters on a weekly basis as well as maintain company job list spreadsheet which summarizes current job openings with Recruiters' clients.
• Receive and log incoming commission payments from clients for completed searches and candidate travel expenses on a daily basis.
• Collect travel expense receipts from candidates and process them for reimbursement; as well as reconcile and bill clients for travel expense charges made to company account.
• Assist with office event planning, including invitation design, guest list management, catering process, as well as event location research.
• Other administrative/clerical responsibilities such as filing, record keeping, answering phones, ordering office supplies and troubleshooting technical equipment issues.
• Other adhoc projects as needed

Requirements:

• College graduate with a Bachelor’s Degree preferred in: Communications, English, Human Resources
• 7-15 years of administrative experience (preferably in a search firm, but not required)
• Experience supporting a team of principals, not just one-on-one support
• High energy, detail-oriented individual
• Excellent at Microsoft Word, PowerPoint, and Excel
• Strong writing and editing skills
• Ability to work in a fast-paced, dynamic environment
• Interest in learning about recruiting and/or finance
• Strong communication skills