Job: Executive Assistant $65k

Title Executive Assistant $65k
Categories Professional Support Staff
Salary $65k
Job ID 1496
Location New York, NY
Job Information

• Coordinating all project related activities, information, and logistics for candidates and internal project teams
• Monitoring and tracking a project’s progress and handling any issues that arise
• Acting as the point of contact and communicating project status adequately to all participants
• Liaising between clients and candidates to schedule and confirm interviews both internationally and locally
• Preparing and/or reviewing client documentation to ensure that materials are sent out error-free, complete, up to date and on time
• Adding project related information to our FileFinder database and ensuring the quality of the data remains high
• Invoicing clients, following up on any outstanding balances and resolving and invoice issues
• Flagging up any issues to the project team and acting as a ‘solutions person’ where possible.
In addition to the Project Coordinator responsibilities, the role will also include Executive Assistant responsibility for at least one Partner. Responsibilities for this role include:
• Managing calendars
• Meeting and greeting visitors and looking after clients interviewing from our office
• Filtering incoming calls including dealing with new business/candidate inquiries as necessary
• Making travel, meeting and event arrangements
• Submitting monthly expense reports
• Preparing reports and updating the database to reflect activities
• Training other support staff
• Assisting with event planning and attending company-wide events.

• Experience dealing with senior executives face to face, by email and on the phone
• Professional attitude and client services approach
• Hardworking and proactive, ability to think creatively to overcome obstacles
• Proven experience managing complex diaries and logistics
• Good people and time management
• Advanced skills in Outlook, Word, PowerPoint & Excel
• CRM / Project Database experience (FileFinder would be ideal)
• Ability to multi task, whilst prioritizing according to importance and urgency
• Outstanding attention to detail
• Excellent communication skills, both written and spoken
• Team player but must also be self-reliant with minimum need of supervision

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