Executive Assistant

Persistent Systems•New York, NY

10d•Onsite

About The Position

Persistent Systems is seeking an exceptional Executive Assistant (EA) that will provide high-level administrative support to multiple senior leaders (Executive Vice President, Corporate Strategy & Executive Vice President, Engineering) managing the day-to-day agendas. This individual will perform a wide range of administrative and support tasks, including scheduling and managing calendars, facilitating meeting preparations and attendance, securing and managing conference room reservations, taking meeting notes, arranging catering etc. The Executive Assistant will also support the CEO’s EA as needed, as well as work with the Front Office Associates to ensure coverage of basic office functions. This role is onsite full-time, 5 days a week, and reports to the Workplace Experience Manager (WEM).

Requirements

5 years of administrative experience directly supporting executives
Must be a team-player with a high level of professional responsibility
Organized and strong attention to detail, excellent verbal, and written communication skills
Must be able to handle confidential information with the appropriate level of discretion; prudent and able to exercise proper discretion when dealing with sensitive matters and PII.
Strong core competencies with Microsoft Office (Word, Excel, PowerPoint, and Outlook)
Must have a United States security clearance or the ability to obtain a United States Security Clearance

Responsibilities

Manage complex calendars of several senior leaders with a high level of detail, to include but not limited to coordinating internal & external meetings, prioritizing meetings to reflect information requirements of executive leaders.
Manage all meeting logistics, including pre-meeting planning, distribution of read ahead materials, execution, after action analysis if appropriate, and breakdown. This may also include catering orders for internal meetings and reservations for external lunches/dinners.
Work with Chief of Staff and WEM in support of companywide strategic engagements.
Ensure senior leaders are apprised, prepared, and available for these events.
Support administrative efforts to include taking meeting notes, receiving and handling packages, coordinating communications between the leadership team, ensuring all materials are submitted in advance of events, etc.
Function as part of collaborative administrative team, including backup coverage for CEO EA, Workplace Experience Manager, and Front Office associates.
Provide EA support for other executives as the company grows.
Manage confidential/sensitive information with professionalism and discretion.
Oversee and manage all conference rooms/training room requests/bookings to ensure there are no conflicts- Rearrange bookings if necessary.
Provide administrative support for corporate projects as needed, (example: RDE tax credit, budget matrix, performance reviews, etc.)
Arrange travel for senior leaders and prospective employees, including hotel, flight, and car service as needed.
Time keeping administrative support as requested, adding hours daily as well as end of week submission.
Create and process expense reports as requested.
Ensure Senior Leadership support for onboarding activities as required.
Complete other tasks as assigned.