Executive Assistant Job at JB Search Partners in New York

JOB DESCRIPTION: Executive Assistant

Reports to Founder/CEO

Indirectly reports to EVP, Media, and VP, Business Development

Overview

The Executive Assistant role is multi-faceted, supporting senior leaders, business development initiatives, new hires process, onboarding, and more. This position works in a collaborative and fast paced environment and provides exposure to all facets of the business. The successful candidate will exhibit a high degree of emotional intelligence and discretion while providing administrative support to executives and the growing business.

The Executive Assistant will develop and maintain processes and systems that assist his/her managers in managing day to day and planning long-term business strategy.

Key Responsibilities

Administrative Support

· Support Founder/CEO to ensure he is prepared for the day and weeks ahead ensuring optimal scheduling, efficiency and time management. This will include strategically coordinating and prioritizing a complex schedule with various internal and external partners and always anticipating next steps.

· Support the Business Development team in scheduling meetings with potential new business companies and keeping the team organized with next steps in the BD process.

· Apply the utmost discretion to sensitive and confidential company information

· Assist with planning and meeting setup for clients, staff training sessions, and other all-staff meetings, including meeting room reservations and any catering requirements.

· Communicate and maintain relationships with clients and other external teams to schedule meetings, calls, etc.

· Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations.

· Process expense reports ensuring the timely submission

· Develop and maintain filing and other administrative systems including confidential files on Egnyte

· Maintain client-related contact databases

New Hire and Onboarding Process

· Work with management team to coordinate interview process for all open positions

· Create new employee files and set up on Egnyte

· Assist with on/offboarding employees

· Coordinate with Human Resources and IT for new hire onboarding

· Coordinate onboarding schedule with hiring managers

Miscellaneous

· Assist in special projects, ad-hoc tasks, and other administrative projects

Qualifications and Communication Skills

· Minimum 3-5 years in a similar role

· BS/BA a plus

· Public relations, health care or related industry experience a plus

· Strong attention to detail and service orientation; must possess strong follow-up skills

· Excellent oral, written communication, and presentation skills.

· Ability to draft, proofread and edit documents for spelling, grammar, and punctuation.

· Demonstrates the highest level of maturity, professionalism, and judgment.

· Must have excellent communication skills and be able to effectively contribute to the synergy of the team and organization.

· Strong working use of Microsoft Office Suite including Word, Excel and PowerPoint and aptitude to learn other applications as necessary. Salesforce a plus.

· Demonstrates an entrepreneurial spirit and ability to “get in the trenches” and “roll up their sleeves”

· Comfortable in a fast paced and dynamic environment

· Ability to multitask, organize, and prioritize appropriately

· Strong research skills and strong level of resourcefulness

· Develops relationships with key stakeholders (internal, clients, agency partners, etc.) so they look to you as the “right hand”

· Possesses strong working knowledge of procedures and policies – serves as a resource for managers and their teams

· Creates systems and best practices that benefit all managers

· Provides high level of support, ensuring everything runs efficiently

**Position is full-time and is a hybrid role. Time in the office will be determined, but primarily when senior management is there.