Executive Assistant

FGS Global•New York, NY

1d•$90,000 - $120,000•Hybrid

About The Position

The Executive Assistant will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound decision making for assigned executives. You will provide high-level administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving clients, arranging conference calls, travel arrangements, and scheduling meetings. The ability to interact with staff at all levels in a fast, flexible, proactive, resourceful and efficient manner, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships in a highly-matrixed organization as well as experience in handling executive administrative support-related tasks with minimal supervision. This position is a four day in the office work schedule, with Fridays working remotely.

Requirements

Minimum of 3+ years of experience providing administrative support to executives.
Commitment to a customer-service-based support philosophy which involves consistently going above and beyond to ensure satisfaction, fostering a positive and responsive environment.
Excellent communication skills with demonstrated ability to build strong relationships.
Exceptional organizational skills with ability to manage multiple projects simultaneously.
Strong proficiency in Microsoft Office applications (Excel, Outlook, Powerpoint, Sharepoint, Teams, and Word).
Ability to read, interpret, and comprehend documents.
Attention to detail and problem-solving skills.
Ability to work independently, with a team, and with a high volume of work.

Responsibilities

Prepares travel arrangements, arranging itineraries and ensuring related travel policies and processes are adhered to.
Coordinates a broad variety of administrative tasks for assigned Executives, including managing calendars, preparing emails/documents, and ensuring follow-up on all action items.
Processes expense reimbursements, invoices, and purchase orders.
Handles catering requests for client and team meetings.
Responds to complex requests, directs inquiries, takes action, and follows up as appropriate.
Develops presentations, correspondence, agendas, meeting materials, takes notes, and distributes meeting minutes.
Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.
Provides broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc.
Keeps executives well informed of upcoming commitments and responsibilities including follow-up.
Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents.
Purchases and sends gifts on behalf of assigned executives as appropriate, adhering to company guidelines.
Coordinates team outings, charitable efforts/initiatives, and networking/marketing events.
Secures off-site event venues and coordinates with external vendors as needed.