Administrative Assistant/ Executive Assistant

The Oneil Search Group; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

The Oneil Search Group is seeking an Executive & Client Support professional in New York, NY. This role involves monitoring communications, managing scheduling and travel arrangements, and handling client gifting initiatives. The ideal candidate will demonstrate strong organizational skills and attention to detail. Responsibilities include drafting correspondence, coordinating meetings, and maintaining office readiness. A proactive approach and discretion in managing professional relationships are crucial for success in this position.

Responsibilities

• Review, prioritize, and monitor emails, identifying urgent matters.
• Prepare concise summaries of key emails and action items.
• Manage complex calendaring, scheduling, and travel arrangements.
• Coordinate client meetings and hospitality logistics.
• Manage sophisticated client gifting initiatives.
• Assist with operational responsibilities and maintain office readiness.

Job description

Executive & Client Support

• Review, prioritize, and monitor emails throughout the day, identifying urgent or high-priority matters requiring immediate attention
• Prepare concise text-style summaries of key emails, updates, and action items so Partner can efficiently manage communications while traveling or between meetings
• Draft, revise, proofread, and finalize personalized correspondence, client notes, and other communications
• Manage complex calendaring, scheduling, travel arrangements, dining reservations, and meeting coordination
• Coordinate client meetings, events, and hospitality-related logistics with a high level of professionalism and attention to detail
• Serve as a trusted liaison between Partner, clients, attorneys, vendors, and internal stakeholders

Client Gifting & Logistics

• Coordinate and manage sophisticated client gifting initiatives from start to finish
• Source, purchase, organize, package, and coordinate shipment/delivery of gifts and materials
• Prepare packages internally when necessary, including assembling boxes, labeling shipments, and coordinating carriers and delivery timelines
• Track gifting details, client preferences, and delivery confirmations with strong organizational accuracy
• Utilize creativity and discretion in selecting gifts that align with client relationships and business objectives

Operational & Administrative Support

• Assist with hands-on office and operational responsibilities, including stocking refreshments, coordinating dry cleaning, handling deliveries, and maintaining executive office readiness
• Support ongoing administrative needs related to client events, meetings, and travel coordination
• Organize expenses and process reimbursements in a timely and accurate manner
• Maintain strict confidentiality regarding all client, firm, and personal matters
• Anticipate needs proactively and independently resolve issues in real time within a fast-moving environment