Executive Assistant - New York, NY

Executive Assistant To The CCOThe Executive Assistant will report to the Chief Communications Officer (CCO) and proactively handle a wide range of administrative and executive support-related tasks for the CCO and overall Global Marketing, Communications, and Investor Relations team. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important. This position is based in Client's new office Madison Avenue, New York, NY. The work schedule is 4 days in the office with flexibility as required by the CCO. The core work hours are 8:30 – 5pm.Responsibilities:Provide daily executive administrative support to the CCO including answering phones, drafting, and responding to emails, scheduling meetings, managing the calendar and arranging travelCoordinate and manage the CCO's heavy, complex, and frequently changing calendar with an understanding of when to raise items as a priority as well as ensuring materials for meetings as well as conference rooms (when necessary) are available and accessible in advance of eventsArrange video conferences and conference calls with internal and external audiences across multiple time zones.On a weekly basis, report the CCO's office/travel schedule to the Office of the CEO as part of the Direct Report Schedule (DRS)Management of function events including scheduling and on occasion distributing agendas for each in advanceArrange US/international travel and process related travel and expense accounts. Provide the CCO with the proper documents required for travelUndertake special projects requiring a high degree of confidentiality and accuracyCommunicate effectively with senior executives and their assistants as well as internal associates and external clients - Build strong working relationships with peer administrative staffMaintain up-to-date Marketing, Communications, and Investor Relations function organization chartsLiaise with Real Estate and other C-suite Executive Administrative support on office space and other related itemsAbility to be accessible outside of business hours to address priority or emergency items as neededSupport other senior Marketing, Communications, and Investor Relations executives when necessary and at times vendors, freelancers and agenciesAssist with onboarding process for new hires, including Day 1 and Week 1 agenda, liaising with HR, IT and Facilities as necessaryAbility to refine or edit PowerPoint slide presentationsQualifications:Bachelor's or equivalent education and experience required7+ years Executive Administrative experience, preferably in a Global Marketing, Communications, Insurance or Finance environmentAbility to think independently and work with minimal direction, be "all knowing for the CCO"Excellent written and oral communication skillsExcellent interpersonal skills and ability to interact with all levels of personnelAdvanced Knowledge of Microsoft Office Suite of products (Excel, PowerPoint, Word, Outlook) requiredDemonstrated ability to multi-task and work with little supervision to ensure work is completed within deadlines – ability to manage multiple projects in a demanding environmentHigh degree of professionalism and a demonstrated ability to handle confidential informationDemonstrated superior attention to detail in process and results, diligently checking work and calendaring for accuracyDisplayed ability to take initiative and foresight to anticipate needs – thinking and acting several steps aheadStrong time management, planning, organizational, and analytical skillsSense of urgency with a proven ability in planning, prioritizing, and organizing diverse workloadExperience working across many regions, cultures and time zones in a highly matrixed organizationProfessional, friendly demeanor – A team player who has the character, confidence, and flexibility to fit in with the teamSelf-motivated with a "can-do " attitude and strong work ethicDemonstrated resourcefulness and follow-through with the ability to independently conclude projects and assignments reliablyCalm demeanor and a professional with an approachable style