Administrative Assistant (NYC)

Bellwether Staffing Solutions, LLC; New York (NY); On-site; USD 100,000 - 115,000; Full time

Job summary

Bellwether Staffing Solutions, LLC is seeking a dedicated Administrative / Executive Assistant to provide exceptional support to executives in New York City. The ideal candidate will possess excellent organizational and communication abilities, proving themselves as a trusted partner in a fast-paced environment.

This full-time position requires in-office presence five days a week and entails managing complex calendars, logistics for trips, and correspondence. A competitive compensation package including a base salary of $100K-$115K, OT, Bonus, Equity, and Benefits is offered.

Qualifications

• Experience as an Administrative / Executive Assistant in a corporate setting.
• Extensive experience managing complex and fluid calendars.
• Ability to manage a high volume of work with multi-tasking.

Responsibilities

• Review mail and prioritize content.
• Compose, draft, proof, and finalize correspondence.
• Manage and Monitor Executives’ calendars.
• Schedule and coordinate meetings and Executive events.
• Handle planning logistics for domestic and international trips.

Skills

Excellent writing, editing, and verbal communication skills

Advanced computer skills MS Office: Word, Excel, PowerPoint and Outlook

Research savvy with extensive experience using online resources

Excellent diplomatic skills

Strong attention to detail

Education

College degree preferred

Job description

Location: NYC |100K – 115K Base + OT + Bonus + Equity + Benefits Package

We are currently recruiting for an Administrative / Executive Assistant (supporting Executive & team) in New York City. This role requires in-office 5 days. The Admin / EA must be a proven professional who brings sound judgment, discretion, and the ability to manage complexity in a large fast-paced, high-performance environment. The successful candidate will operate as a trusted partner, providing seamless administrative support while anticipating needs and managing priorities with confidence. 100K – 115K Base + OT + Bonus + Equity + incredible Benefits Package

Responsibilities

• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives’ notes and directives
• Compose, draft, proof, edit, and finalize correspondence including e-mail
• Trusted to act independently with respect to matters of significance. This involves the comparison and evaluation of possible courses of conduct and acting or deciding after the various possibilities have been considered.
• Create reports/presentations with minimal direction based on business needs
• Excellent judgment, trusted advisor, shows integrity in all situations
• Constructive approach to issues or concerns
• Handle planning logistics for domestic and international trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with policy
• Manage and Monitor Executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed
• Act in discreet and professional manner with others; sensitivity to the confidential nature of the business and consistently uphold such confidences, using this information only in the course of performing your job
• Act as a team player and role model, including taking on additional tasks to support colleagues and the company and offering to help before being asked
• Acts with integrity, treats everyone with fairness & respect and highest ethical standards

Requirements

• Must have experience as an Administrative / Executive Assistant in a corporate setting & college degree preferred
• Financial Services industry highly desirable
• Excellent writing, editing, and verbal communication skills
• Advanced computer skills MS Office: Word, Excel, PowerPoint and Outlook
• Ability to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations
• Research savvy with extensive experience using online resources
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
• Superior time management skills; critical thinker with strong attention to detail
• Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive
• Extensive experience managing complex and fluid calendars
• Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts)
• Critical thinker; excellent judgment; proactive and able to anticipate Executive’s needs
• Team player capable of working with internal and external stakeholders in a way that reflects the core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)

Local candidates only. Must live in a commutable range to NYC. In-office 5 days. No sponsorship. Must be a US citizen or green card holder (permanent resident). Comp package: 100K – 115K Base +OT + Bonus + Equity + Benefits Package. To apply email resume to [e-mail]