Executive Administrative Assistant

Job Title

Pay Rate: $50 per hour Location: New York, NY

Responsibilities

• Calendar Management – Diligent, pro-active management of complex agenda and setting of meetings across all time zones.
• Schedule, track company meetings and support, including Board and Regulatory meetings.
• Domestic and International Travel arrangements, expense claims, expedited travel services.
• Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls.
• Preparation and coordination of departmental meetings, events, and Town Halls.
• Creating, editing and preparing emails, organization charts and presentations.
• Managing logistics/schedules for visitors and supporting senior executives during their visits.
• Management of incoming and outgoing communications.
• Maintain and create e-mail distribution lists in Outlook.
• Completion of any reasonable projects or tasks, as requested by management.
• Utilize several application systems including iValua/MyPortal– Supplies and IT Procurement, MyIAM – Approve Identity & Access Rights, Concur – Travel scheduling, expense reporting, and review of Manager's direct reports expense submission for approval.
• Use of Microsoft Office Suite.

Requirements

• Manage scheduling and calendar management for executives.
• Arrange travel arrangements, accommodations, and itineraries.
• Prepare documents and presentations for board or client meetings.
• Maintain records and ensure confidential files are organized.
• Handle expense reports and budget tracking.

Preferred Skills

• Proficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).
• Experience with project management and expense reporting software.
• Competence in calendar management, travel arrangements, and administrative support systems.
• Strong written and verbal communication.
• Adaptability under pressure and problem-solving mindset.
• Collaboration with senior executives, team members, and clients.
• High degree of organizational skills and time management.