Georgia IT Inc
Executive Assistant - New York, NY
Georgia IT Inc, New York, New York, us, 10261
Executive Assistant to the CCO
Start Date: 11/06/2023
Duration : 3 Months CTH
Locations: New York, NY - Hybrid (3 days in 2 days remote)
The Executive Assistant will report to the Chief Communications Officer (CCO) and proactively handle a wide range of administrative and executive support-related tasks for the CCO and overall Global Marketing, Communications, and Investor Relations team. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important. This position is based in Client's new office Madison Avenue, New York, NY. The work schedule is 4 days in the office with flexibility as required by the CCO. The core work hours are 8:30 - 5pm Responsibilities: • Provide daily executive administrative support to the CCO including answering phones, drafting, and responding to emails, scheduling meetings, managing the calendar and arranging travel • Coordinate and manage the CCO's heavy, complex, and frequently changing calendar with an understanding of when to raise items as a priority as well as ensuring materials for meetings as well as conference rooms (when necessary) are available and accessible in advance of events • Arrange video conferences and conference calls with internal and external audiences across multiple time zones. • On a weekly basis, report the CCO's office/travel schedule to the Office of the CEO as part of the Direct Report Schedule (DRS) • Management of function events including scheduling and on occasion distributing agendas for each in advance • Arrange US/international travel and process related travel and expense accounts. Provide the CCO with the proper documents required for travel • Undertake special projects requiring a high degree of confidentiality and accuracy • Communicate effectively with senior executives and their assistants as well as internal associates and external clients - Build strong working relationships with peer administrative staff • Maintain up-to-date Marketing, Communications, and Investor Relations function organization charts • Liaise with Real Estate and other C-suite Executive Administrative support on office space and other related items • Ability to be accessible outside of business hours to address priority or emergency items as needed • Support other senior Marketing, Communications, and Investor Relations executives when necessary and at times vendors, freelancers and agencies • Assist with onboarding process for new hires, including Day 1 and Week 1 agenda, liaising with HR, IT and Facilities as necessary • Ability to refine or edit PowerPoint slide presentations 2 Qualifications: • Bachelor's or equivalent education and experience required • 7+ years Executive Administrative experience, preferably in a Global Marketing, Communications, Insurance or Finance environment • Ability to think independently and work with minimal direction, be "all knowing for the CCO" • Excellent written and oral communication skills • Excellent interpersonal skills and ability to interact with all levels of personnel • Advanced Knowledge of Microsoft Office Suite of products (Excel, PowerPoint, Word, Outlook) required • Demonstrated ability to multi-task and work with little supervision to ensure work is completed within deadlines - ability to manage multiple projects in a demanding environment • High degree of professionalism and a demonstrated ability to handle confidential information • Demonstrated superior attention to detail in process and results, diligently checking work and calendaring for accuracy • Displayed ability to take initiative and foresight to anticipate needs - thinking and acting several steps ahead • Strong time management, planning, organizational, and analytical skills • Sense of urgency with a proven ability in planning, prioritizing, and organizing diverse workload • Experience working across many regions, cultures and time zones in a highly matrixed organization • Professional, friendly demeanor - A team player who has the character, confidence, and flexibility to fit in with the team • Self-motivated with a "can-do " attitude and strong work ethic • Demonstrated resourcefulness and follow-through with the ability to independently conclude projects and assignments reliably • Calm demeanor and a professional with an approachable style
The Executive Assistant will report to the Chief Communications Officer (CCO) and proactively handle a wide range of administrative and executive support-related tasks for the CCO and overall Global Marketing, Communications, and Investor Relations team. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important. This position is based in Client's new office Madison Avenue, New York, NY. The work schedule is 4 days in the office with flexibility as required by the CCO. The core work hours are 8:30 - 5pm Responsibilities: • Provide daily executive administrative support to the CCO including answering phones, drafting, and responding to emails, scheduling meetings, managing the calendar and arranging travel • Coordinate and manage the CCO's heavy, complex, and frequently changing calendar with an understanding of when to raise items as a priority as well as ensuring materials for meetings as well as conference rooms (when necessary) are available and accessible in advance of events • Arrange video conferences and conference calls with internal and external audiences across multiple time zones. • On a weekly basis, report the CCO's office/travel schedule to the Office of the CEO as part of the Direct Report Schedule (DRS) • Management of function events including scheduling and on occasion distributing agendas for each in advance • Arrange US/international travel and process related travel and expense accounts. Provide the CCO with the proper documents required for travel • Undertake special projects requiring a high degree of confidentiality and accuracy • Communicate effectively with senior executives and their assistants as well as internal associates and external clients - Build strong working relationships with peer administrative staff • Maintain up-to-date Marketing, Communications, and Investor Relations function organization charts • Liaise with Real Estate and other C-suite Executive Administrative support on office space and other related items • Ability to be accessible outside of business hours to address priority or emergency items as needed • Support other senior Marketing, Communications, and Investor Relations executives when necessary and at times vendors, freelancers and agencies • Assist with onboarding process for new hires, including Day 1 and Week 1 agenda, liaising with HR, IT and Facilities as necessary • Ability to refine or edit PowerPoint slide presentations 2 Qualifications: • Bachelor's or equivalent education and experience required • 7+ years Executive Administrative experience, preferably in a Global Marketing, Communications, Insurance or Finance environment • Ability to think independently and work with minimal direction, be "all knowing for the CCO" • Excellent written and oral communication skills • Excellent interpersonal skills and ability to interact with all levels of personnel • Advanced Knowledge of Microsoft Office Suite of products (Excel, PowerPoint, Word, Outlook) required • Demonstrated ability to multi-task and work with little supervision to ensure work is completed within deadlines - ability to manage multiple projects in a demanding environment • High degree of professionalism and a demonstrated ability to handle confidential information • Demonstrated superior attention to detail in process and results, diligently checking work and calendaring for accuracy • Displayed ability to take initiative and foresight to anticipate needs - thinking and acting several steps ahead • Strong time management, planning, organizational, and analytical skills • Sense of urgency with a proven ability in planning, prioritizing, and organizing diverse workload • Experience working across many regions, cultures and time zones in a highly matrixed organization • Professional, friendly demeanor - A team player who has the character, confidence, and flexibility to fit in with the team • Self-motivated with a "can-do " attitude and strong work ethic • Demonstrated resourcefulness and follow-through with the ability to independently conclude projects and assignments reliably • Calm demeanor and a professional with an approachable style