Executive Assistant

Executive Assistant to the CCO

The 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 travel
• Coordinate 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 events
• Arrange 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 advance
• Arrange US/international travel and process related travel and expense accounts. Provide the CCO with the proper documents required for travel
• Undertake special projects requiring a high degree of confidentiality and accuracy
• Communicate effectively with senior executives and their assistants as well as internal associates and external clients - Build strong working relationships with peer administrative staff
• Maintain up-to-date Marketing, Communications, and Investor Relations function organization charts
• Liaise with Real Estate and other C-suite Executive Administrative support on office space and other related items
• Ability to be accessible outside of business hours to address priority or emergency items as needed
• Support other senior Marketing, Communications, and Investor Relations executives when necessary and at times vendors, freelancers and agencies
• Assist with onboarding process for new hires, including Day 1 and Week 1 agenda, liaising with HR, IT and Facilities as necessary
• Ability to refine or edit PowerPoint slide presentations

Qualifications:

• Bachelor's or equivalent education and experience required
• 7+ years Executive Administrative experience, preferably in a Global Marketing, Communications, Insurance or Finance environment
• Ability to think independently and work with minimal direction, be "all knowing for the CCO"
• Excellent written and oral communication skills
• Excellent interpersonal skills and ability to interact with all levels of personnel
• Advanced Knowledge of Microsoft Office Suite of products (Excel, PowerPoint, Word, Outlook) required
• Demonstrated ability to multi-task and work with little supervision to ensure work is completed within deadlines ability to manage multiple projects in a demanding environment
• High degree of professionalism and a demonstrated ability to handle confidential information
• Demonstrated superior attention to detail in process and results, diligently checking work and calendaring for accuracy
• Displayed ability to take initiative and foresight to anticipate needs thinking and acting several steps ahead
• Strong time management, planning, organizational, and analytical skills
• Sense of urgency with a proven ability in planning, prioritizing, and organizing diverse workload
• Experience working across many regions, cultures and time zones in a highly matrixed organization
• Professional, friendly demeanor A team player who has the character, confidence, and flexibility to fit in with the team
• Self-motivated with a "can-do " attitude and strong work ethic
• Demonstrated resourcefulness and follow-through with the ability to independently conclude projects and assignments reliably
• Calm demeanor and a professional with an approachable style