Executive Assistant

AmTrust Financial Services•New York, NY

1d•Onsite

About The Position

AmTrust Financial is seeking an Executive Assistant to support our CEO & Chairman, performing a wide range of administrative and executive support to ensure the efficient operation of the organization.

Requirements

Must have extended experience working in a corporate environment
Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
Must be able to interact and communicate with individuals at all levels of the organization.
Must have knowledge of a variety of computer software applications in word processing, spreadsheets, databases, and presentation software (MSWord, Excel, Access, PowerPoint)
Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Must be very consistent
Must be very professional with every interaction: emails, phone, in-person with both internal and external guests) especially clients.
Must adhere to office dress code and appearance.
Bachelor's Degree; three or years of experience in a financial, insurance, or similar corporate environment; or equivalent combination of education and experience.

Nice To Haves

PowerPoint, Excel, and Word proficiency
Strong Organizational aptitude
Must be very familiar with Microsoft Teams/ Outlook Calendar
Assist Direct Reports when needed

Responsibilities

Coordinate International and Domestic Travel and manage busy and complex schedules.
Handle/Manage all logistics of travel: car pick-up, lodging, flights, meetings, dining reservations
Prepare monthly expense reports
Register Executive and Direct Reports for conferences
Manage all onboarding and new hire setup.
High volume phone coverage and email screening.
Set up and clean-up up conference rooms before and after meetings. (For F&B and A.V. requirements, must coordinate with proper channels in advance.)
Preparation (printing, scanning, copying, binding) of meeting
Ad hoc research and clerical projects and assorted administrative tasks
Perform general clerical duties, including photocopying, printing, scanning, filing, faxing, and mailing
Handle requests for information and data
Resolve administrative problems and inquiries
Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors
Prepare agendas for meetings and prepare schedules (Prepare binders for conference events)
Assist with incoming mail process as needed
Periodic expense report reviews
Periodic Excel worksheets as they are assigned
Daily briefings, go over highlights for each day
End of the day briefing – follow-up (checklist on projects and tasks, status update)
Book personal appointments: I.E., Doctor/Dentist/Check-Up
Run errands when needed
Launch all virtual meetings, be the facilitator (admitting all attendees to the meeting).
Office Maintenance by filing and organizing reports and sensitive materials by placing them in proper binders and folders.
Greet incoming clients/guests. Then, escort them to designated conference rooms.
Arrange dining reservations when needed.
Confirm all appointments for the following day.