Senior Executive Administrative Assistant

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Category:
Administrative Assistant

Job Schedule:

Full time

Posted Date: T20:30:42+00:00

Job Shift: Day

Base Pay/Salary:
Brooklyn,NY $41.11-$72.12

Become an integral part of the Corporate and Firmwide Employee Communications team, where you will have the opportunity to work in a dynamic, fast-paced environment.

This role offers a platform for professional growth and skill development, and each day will bring new challenges and opportunities. Join a team that values results, attention to detail, and a commitment to excellence.

As a Senior Executive Administrative Assistant in Corporate and Firmwide Employee Communications, you will play a key role in ensuring the smooth operation of our team. You will represent the group with professionalism and discretion, interact with executive-level internal clients across multiple lines of business, and adapt procedures and processes to support the department's goals and activities.

Job responsibilities

* Maintain complex and detailed calendars for multiple executives, including scheduling and prioritizing meetings across time zones

* Screen incoming calls and correspondence, determining priority and handling information with discretion

* Manage the coordination and logistics of internal meetings, including executive town halls and leadership forums

* Arrange and coordinate complicated domestic and international travel, including itineraries and accommodations

* Help plan and manage internal team events, offsites, and celebrations, including catering, venue selection, and transportation

* Process invoices and T&E expense claims for team members, ensuring compliance with firm policies and timely processing

* Assist with staff onboarding and offboarding, including equipment requests, system access, and orientation logistics

* Produce high-quality emails, messages, and communications to individuals at all levels of the organization

* Maintain department documents, including organizational charts, executive bios, and distribution lists

* Proactively handle regular activities and anticipate needs, advising in advance of any issues or delays

Required qualifications, capabilities and skills

* At least five years of administrative experience

* Advanced organizational skills and the ability to manage multiple priorities in a fast-paced environment

* Discretion and sound judgment in handling confidential information and interactions with senior management

* Strong interpersonal, written, and verbal communication skills

* High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

* Excellent telephone etiquette and experience with complex calendar management

Preferred qualifications, capabilities, and skills

* Experience supporting at the Managing Director level (or equivalent)

* Experience planning and managing large-scale internal events or executive communications forums