Executive Assistant

Bayview Asset Management•New York, NY

11d•Hybrid

About The Position

The Executive Assistant provides administrative, recordkeeping, budget, and/or logistical support to senior level manager(s) of various business units, such as a Director, Assistant Vice President, Vice President, Senior Vice President, Managing Director, etc. Draw upon experience and judgment to maintain schedules, track, and document unit activity, and provide for meetings and the meeting materials with little supervision. The Executive Assistant has excellent organizational skills and a personable disposition to keep us thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. The Executive Assistant will provide strong, reliable support for operations by creating procedures and communicating them throughout the organization clearly and concisely. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.

Requirements

High School Diploma or equivalent required.
6+ years of related experience; Office Manager, Front Office Manager or Administrative Assistant.
Proficiency in MS Office (MS Excel and MS Outlook, in particular).
Hands-on experience with office machines (e.g. Printers).
Excellent time management skills and ability to multi-task and prioritize work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational and planning skills in a fast-paced environment.
Attention to detail in maintaining calendar, travel schedule, meeting agendas, expense tracking and information files.
Independent work style that anticipates needs, proactively resolves problems, and builds strong team relationships.
Ability to effectively present information and respond to questions from all levels of staff, clients, and other external constituents.
Must have professional manners as well as a high level of interpersonal skills to handle time-sensitive and stressful situations. Position continually requires demonstrated poise, tact, and diplomacy.
Ability to understand and carry out instructions furnished in written and verbal form.
Communicates effectively across business lines demonstrating good judgment and confidentiality.

Nice To Haves

A creative mind with an ability to suggest improvements.

Responsibilities

Perform administrative functions to support the work of multiple leaders/senior managers.
Perform a lead role in coordinating meetings and events with multiple managers, as well as external parties.
Coordinate conference attendance, including organizing agendas and meetings for the team.
Manage, process, and track invoices across multiple projects, leveraging proprietary invoicing and approval system
Complete and track expense reports in a timely manner, leveraging expense system.
Work with IT team to ensure technology and hardware is functioning properly at all times.
Assist with preparation of presentations as requested.
Generate and distribute reports as requested.
Gather data relevant to projects of a senior manager.
Create administrative practices to ensure efficiency and consistency within the office.
Provides on-site support for meetings and office functions, such as: Order and replenish office and kitchen supplies.
Ensure guests are logged into entry system as needed for meetings / visits.
Assist in securing security badges at the office site, ensuring compliance with company standards.
Aid in setting up new accounts on various vendor websites, such as Staples and FedEx.
Pursue new accounts / discounts at hotels near office in New York and Coral Gables.
Procure food / refreshments for meetings, including identifying and engaging new and existing providers.
Other duties as assigned.