Executive Assistant (Max $37/hr W2)

Company Description

Finance

Job Description

We are seeking a highly skilled and experienced Executive Assistant to provide comprehensive support to our senior executives. This role requires exceptional organizational skills, the ability to manage multiple high-priority tasks, and a strong background in executive-level assistance. The ideal candidate should be self-motivated with strong ability to operate independently, collaborates well with peers and colleagues, and demonstrates strong accountability for the responsibilities of the role.

• Provide onsite administrative support for 2 Executive Directors on our Executive / Operating Committees; Offer backup coverage for other Managing Directors in the division as required
• Work closely peer administrative professionals within GC Management and across the Firm, including those located across three regions (Americas, EMEA, Asia)
• Assist in tracking team priorities and handle highly confidential documents and correspondence; Manage highly sensitive information related to the Firm and staff
• Manage heavy calendars and coordinate meetings, agendas, and conferences; quickly resolving meeting conflicts and scheduling prioritization proactively
• Organize departmental events, book conference rooms, order catering, and coordinate A/V multimedia requirements
• Provide telephone coverage and call screening for executives
• Prepare arrangements and itineraries for both domestic and international travel including flights, hotels, ground transportation, and currency exchange
• Monitor travel profile and visa status for executives and procure visas as required (with assistance from MS travel desk)
• Manage pre-approvals for travel and entertainment as required; Process receipts for expense management on a timely basis; Manage vendor information, payments, and invoice processing as required
• Navigate the Firm's resources and interface with various departments on behalf of executives including technology support, facilities requests, and general troubleshooting
• Provide miscellaneous support as required including: print and collate documents, manage email distribution groups, perform basic research and news feed, distribute executives' mail or arrange for shipping / messenger services, take meeting minutes, coordinate visitor arrangements, and manage ad hoc projects

• Deep experience in heavy calendar management, domestic/international travel coordination
• Proficient skills in Microsoft Office Suite, especially Outlook for email, calendars, and contacts

Additional Information

All your information will be kept confidential according to EEO guidelines.