Executive Operations Coordinator, Global Travel

Paramount•New York, NY

8d•$60,000 - $80,000•Onsite

About The Position

The Executive Coordinator will hold an administrative role within the department. This position will be a gatekeeper of information flowing to and from the SVP both internally and externally. Coordination of schedules, projects and VIP travel requests will be the primary responsibility. The role will demand exemplary Microsoft Office skills to include PowerPoint presentations. Flexibility is essential, along with proficient organizational skills and a proven ability to manage multiple priorities with accuracy and attention to detail.

Requirements

5+ years of executive-level support experience; corporate or group travel industry experience preferred
Exemplary computer skills and in-depth knowledge of relevant software such as MS Office Suite (Outlook, Excel, Word and PowerPoint)
Knowledge of standard office administrative practices
Impressive written and verbal communication skills; able to interface confidently with C-level executives and vendors
Flexibility in tasks and work hours, including short-notice overtime and in-office presence five days a week

Nice To Haves

Maintains discretion and handles confidential information with integrity
Ability to multi-task in a high volume, dynamic work environment and prioritize skillfully
Exceptional attention to detail and accuracy
Proficient problem-solving skills, sound judgment, and decisive decision-making; sense of urgency
Forward-thinking and can anticipate needs of SVP

Responsibilities

Monitor SVP mailbox bringing critical/time sensitive matters to SVP’s immediate attention and responding to emails on SVP behalf
Develop a streamlined system for prioritizing, flagging, and filing all incoming and outgoing emails, ensuring messages are properly organized, routed to the appropriate folders for SVP review, or assigned to the relevant team member as needed
Manage a complex and fast-moving calendar, coordinating internal meetings, conference calls, vendor appointments, events, and any ad hoc scheduling needs that arise from ongoing communications
Serve as a key point of contact with C-Suite office staff, supporting executive travel arrangements and addressing related needs as they emerge
Coordinate materials and contribute to the development of polished, high-impact PowerPoint presentations for Senior Management.
Maintain supplier/vendor database of contracts and agreements to ensure timely renewals and advise of relevant expiration dates
Prepare and reconcile complex expense reports for the SVP, ensuring accurate documentation, organization of receipts, and proper record of attendees
Research and present travel options for Senior Management and VIPs, coordinating closely with travel arrangers and monitoring any changes to ensure seamless itinerary management
Manage office operations, including staff calendars (appointments and PTO), liaising with building services and IT support, and coordinating special events such as travel fairs and collaborating with HR benefit fairs