Executive Assistant - 1633 Broadway NY

Executive Assistant

Location: 1633 Broadway NY (Onsite) 5 months contract

Job Responsibilities:

• Provide excellent telephone coverage including ability to manage priorities, handle urgent calls with professionalism and good judgement
• Arrange large group meetings with responsibility for coordinating availability with all parties, reserving meeting rooms, arranging special meeting facilities, sending meeting confirmation emails and distributing meeting materials
• Maintain executive calendar, schedule/reschedule meetings, conference calls, field emails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Handle business travel with responsibility for booking travel arrangements, coordinating out-of-town meeting schedules and preparing and submitting expense reimbursement requests
• Communicate effectively and professionally with executives, act as liaison with clients and their assistants
• Maintain filing system, correspondence, documents and personal files for Managers
• Navigate Firm's resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
• Open and distribute Managers' mail, sort and prioritize; arrange messenger and overnight package services
• Provide backup support for colleagues during vacation/sick days, and assist their managers as needed, with phone coverage and other office needs
• Responsible for additional miscellaneous administrative activities including but not limited to preparation of copies, supply management, maintaining orderly and fully functioning work area for executives and their staff
• Business unit administrative functions such as managing the onboarding of new hires including desk/office set up and log-in credentials