Executive Assistant Job at Leading Edge Administrators in New York

Job Summary:

The Executive Assistant is responsible for providing a range of comprehensive administrative support for the executive such as, but not limited to: handling information requests, manage the executive's email and calendar, and perform clerical functions such as preparing correspondence, receiving clients, arranging conference calls, and scheduling in-person/virtual meetings Utilizing a high degree of professionalism, efficiency, communication, discretion, and independent judgment, this position manages a variety of sensitive topics and works under tight deadline. Additionally, the role includes supporting the executive's personal tasks and errands, ensuring seamless coordination between professional and personal responsibilities.

Duties and Responsibilities:

Administrative Support:

• Manage the executive's calendar, schedule appointments, and coordinate meetings.
• Handle correspondence, including emails, phone calls, and written communication.
• Prepare and edit documents, reports, and presentations.
• Maintain and organize files, both physical and electronic.
• Track action items and key issues to closure with a high degree of integrity and accountability.
• Centralize all contact information and tracking documents.

Personal Assistance:

• Assist with personal tasks and errands, such as research, coordinating with household vendors, and other personal tasks.
• Manage personal appointments and schedules.
• Handle the executive's personal finances, including bill payments, banking, and expense tracking.

Travel Coordination:

• Arrange travel, including flights, accommodations, and transportation for both business and personal needs.
• Travel with the executive as needed on business trips to provide support.

Meeting and Event Management:

• Organize and coordinate meetings, conferences, and events.
• Prepare meeting agendas, take minutes, and distribute them as needed.
• Ensure all meeting logistics are handled, including booking venues and arranging catering.

Financial Administration:

• Handle expense reports and track receipts.
• Assist with budget preparation and financial reporting.

Office Management:

• Perform standard office tasks such as answering telephones, filing, ordering supplies, faxing, copying, setting up meeting rooms, and arranging food for meetings.
• Provide assistance to multiple office locations in support of meetings, visitor coordination, back up to local team members.
• Collect and open mail addressed to the executive and forward correspondence appropriately.

Communication:

• Act as a liaison between the executive and internal/external stakeholders.
• Ensure timely and accurate communication on behalf of the executive.
• Provide timely summaries of outstanding administrative tasks.

Project Management:

• Assist in planning and executing special projects.
• Track project timelines and deliverables to ensure timely completion.
• Create or support creation of reports, charts, budgets, and other presentation materials for the executive.

Requirements

Required Knowledge, Skills, and Abilities:

• High School graduate or equivalent, bachelor's degree preferred
• 4+ years of experience in event management, executive support, or related roles
• Highly organized with meticulous attention to detail
• Open to working flexible working hours including early mornings, evenings and weekends as needed
• Conducts self and presents self, executive and company with high level of professionalism and integrity
• Advanced working knowledge of standard computer applications including MS Word, Excel, Outlook, and PowerPoint and other relevant software
• Ability using a computer which includes expert keyboard and navigation skills and learning new programs
• Communicate clearly and professionally with internal and external customers in multiple formats
• Work effectively individually and as part of a team to achieve established outcomes. Understand other's roles and empower one another to take responsibility to be successful. Demonstrate a collaborative interaction with peers to reach a common goal.
• Demonstrate a collaborative interaction with peers to reach a common goal as well as be a resource to team members and internal/external customers
• Pay close attention to detail in all aspects of the job
• Make decisions using available resources and sound judgment
• Maintain confidentiality and discretion working with highly sensitive information
• Identify and resolve problems in a timely manner, gather and analyze information skillfully and proactively
• Share knowledge with associates by effective communicating and providing follow up
• Open to other's ideas and exhibits a willingness to try new things.
• Demonstrate accuracy and thoroughness; monitor work to ensure quality.
• Prioritize and plan work activities to use time efficiently.
• Adapt to changes in the work environment, manage competing demands and is able to deal with frequent change, delays, or unexpected events.
• Follows instructions, responds to direction, and solicits feedback to improve.
• Act in such a way to instill trust from management, other associates, as well as customers.

Physical Demands: The physical demands described here are representative of those necessary for an employee to successfully perform the essential functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

• Constant: Talk, hear, speak, and use hands and fingers to operate a computer, telephone, keyboard/mouse; occasionally move about the office
• Visual ability such as close vision, distance vision, color and peripheral vision, depth perception and ability to adjust focus
• Occasional: Lift and/or move up to 10 pounds
• Constant: Regular, predictable attendance in the office is required
• Constant: While performing the duties of this job, the employee is regularly sitting for the full shift.

Work Environment: The work environment described is representative of what must be met by an employee successfully to perform the essential functions of this job.

• The physical environment is indoors in a controlled climate, office setting. The noise level may be low to moderate.
• This position will work in the office that the executive works in which may vary from day to day between Brooklyn (Flatlands and Flatbush) to Central Nassau County. After hours work from home may also occur.

The duties described are representative, but not restrictive of tasks that may be assigned or of the abilities required to do the job. The description is subject to change at any time. Other related duties may be assigned. This description does not alter the at-will status of employment.

Pay may vary based on location. Offers will be adjusted based on an individual's experience, education, and other job-related factors