Administrative Assistant Job at Galaxy Management Group in New York

Administrative Assistant

Location: Maspeth, NY

Job Description:
We are seeking a highly organized and motivated Administrative Assistant to provide high-level support to senior executives across departments. This role requires a proactive individual who excels at prioritizing and multitasking to manage a wide range of responsibilities effectively.

Reports To:

• Executive Assistant to the CEO

Primary Responsibilities:

• Serve as the main point of contact between executives, employees, and external clients.
• Manage incoming calls, take messages, follow up on critical matters, and route correspondence appropriately.
• Oversee calendar management for all C-suite executives, including scheduling appointments, sending meeting invitations, and prioritizing sensitive matters.
• Organize and coordinate executive perks and related activities.
• Collaborate with the Executive Assistant and other departments to manage charitable events, including golf outings, from inception to completion.
• Arrange travel logistics for C-suite executives, ensuring efficient and seamless plans.
• Coordinate logistics for various committee meetings, including refreshments, special equipment, advance document distribution, agenda preparation, and follow-up minutes.
• Create, proofread, and edit documents to ensure professional-quality final versions.
• Represent the organization at community events and maintain relationships with community partners.
• Ensure confidentiality and keep company records current and secure.
• Stay informed of high-profile initiatives across various departments to provide relevant support.
• Take on additional projects and duties as required.

Desired Skills & Experience:

• Proven experience as an Administrative/Executive Assistant or a similar role.
• BS/BA degree preferred.
• Exceptional attention to detail, including strong proofreading and editing skills.
• Ability to handle sensitive company information with discretion and confidentiality.
• Excellent organizational skills with the ability to think proactively and prioritize tasks.
• Proficiency in MS Office, online calendars, and cloud-based systems.
• Strong communication skills (via phone, email, and in-person) and effective time management.
• Professional, pleasant, and diplomatic demeanor.
• Familiarity with standard office procedures and operations.

US Citizens or valid US Green Card Holders Only

This is an office-based position 5 days a week.