Executive Assistant

Ryan Specialty • New York, NY

2d • Onsite

About The Position

The Executive Assistant is responsible for efficiently coordinating the executive's schedule and managing correspondence, ensuring smooth communication, and prioritizing tasks effectively. The role organizes meetings and events, prepares documents and maintains accurate records. They serve as a key point of contact for stakeholders, fostering positive relationships and facilitating effective communication and collaboration.

Requirements

• Bachelor’s degree in Business Administration, Communications, or a related field with 2 years of related experience; or an advanced degree without experience; or equivalent work experience.
• Event Planning
• Calendar Management
• Office Supply Management
• Customer Service
• Administrative
• Meet Deadlines
• MS Office Word
• MS Office Excel
• MS Office Visio
• Effective Communication
• Interpersonal Skills
• Attention to Detail
• Decision Making
• Problem-Solving
• Continuous Learning

Nice To Haves

• Microsoft Office Specialist (MOS) or Certified Administrative Professional (CAP) is preferred.

Responsibilities

• Coordinate and manage the executive’s calendar, scheduling appointments, meetings, and travel arrangements to ensure efficient time management.
• Organize and prepare for meetings, including drafting agendas, booking meeting rooms, and arranging catering and audiovisual equipment.
• Screen and manage incoming calls, emails, and correspondence, responding on behalf of the executive when appropriate.
• Prepare and edit documents, reports, presentations, and other materials for executive meetings and communications.
• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Handle sensitive and confidential information with discretion and ensure that all communications and documents are secure.
• Prepare and submit expense reports, ensuring accuracy and compliance with company policies.
• Assist with special projects and initiatives, providing administrative support and coordinating project activities as needed.
• Build and maintain positive relationships with internal and external stakeholders, acting as a liaison between the executive and other parties.
• Oversee the executive’s office operations, including ordering supplies, managing files, and ensuring a well-organized work environment.

Benefits

• Paid time off for company holidays, vacation, sick and personal days
• Paid parental leave
• Mental health services
• Bonuses (for full-time roles)
• Comprehensive and best-in-class benefits package that helps them — and their family members — achieve their physical, financial, and emotional well-being goals.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees