Senior Executive & Administrative Assistant

Administrative Assistant/ Executive Assistant

We currently have multiple positions within a range of industries for Administrative and Executive Assistant roles. Please apply on this page to be considered for these positions. Below will include a general job description. Once your application is submitted we will be able to go into more depth regarding the specs of each of the roles.

Job Description:

Locations:

New York, NY

Newport Beach, CA

Austin, TX

Responsibilities:

Calendar Management

• Heavy calendar management for senior individuals according to their preferences.
• Proactively identifies and resolves calendar conflicts
• Communicates effectively, keeps managers’ calendars well organized, and properly screens meetings

Meeting Coordination

• Schedules external and internal meetings, calls and video conferencing.
• Checks and confirms availability for participants
• Coordinates meeting materials, printing and distribution.
• Handles all aspects of meeting logistics (ie. VC details, conference Rooms, A/V assistance, catering)

Travel Coordination and Preparation

• Coordinates international and domestic travel arrangements through company’s online booking tools and travel agenceies according to each firm’s Travel and Entertainment Policy.
• Arranges cost effective ground transportation, books hotels and manages all logistics
• Creates final travel itinerary

Expense Reports:
Travel, Gifts and Entertainment

• Gathers business documentation and approvals to prepare monthly expense reports
• Prompts managers after travel, meetings and events for proper documentation
• Prior to travel or events, obtain policy exception approvals and compliance pre-approvals
• Processes monthly detailed expense reports through the Concur system
• Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed
• Monitors and tracks all expense reports submitted until final payment

Internal and External Client Servicing and Phone Coverage

• Communicate clear and accurate details along with timely follow-up to emails and ad hoc requests
• Creates follow up correspondence according to the requirement of each individual
• Provides excellent client service and phone skills both internally and externally
• Manages telephone calls and escalates matters appropriately

Project and Department Responsibilities

• Completes assigned projects on time and with accuracy.
• Liaises with assistants from other departments to support all business needs as a team
• Supports individuals with any projects or events, using Excel, PowerPoint and firm applications