Executive Administrative Assistant

Stellar Consulting Solutions, LLC; New York (NY); On-site; USD 65,000 - 110,000; Full time

Job summary

Stellar Consulting Solutions, LLC seeks a highly motivated Sr. Executive Administrative Assistant to support the COO and CMO. The role involves comprehensive administrative support, managing calendars, sensitive communication, and coordinating travel. The ideal candidate will have strong organizational, communication, and multitasking skills. A Bachelor’s degree and 4-5 years of executive support experience are preferred.

Qualifications

• 4-5 years of experience in executive support, preferably at the C-level.
• Exceptional organizational skills and impeccable attention to detail.
• Ability to manage complex and highly confidential information.

Responsibilities

• Manage an extremely active calendar of appointments and travel arrangements.
• Maintain professional communication between executives and internal/external clients.
• Prepare reports and presentations as needed.

Skills

Microsoft Office

Organizational skills

Communication skills

Multitasking

Education

Bachelor’s degree or equivalent professional experience

Job description

Direct message the job poster from Stellar Consulting Solutions, LLC

We currently searching for a highly motivated and experienced Sr. Executive Administrative Assistant to support our COO and CMO.

Responsible for managing a complex calendar, handling sensitive communications, coordinating travel arrangements, preparing necessary documents, and acting as a gatekeeper to the leadership people's time.

The ideal candidate will be an organized, proactive professional capable of managing their workload and prioritizing tasks in a fast-paced start-up style / private equity environment.

Key Responsibilities:

• Provide comprehensive and proactive support to the COO and CMO, managing an extremely active calendar of appointments, and scheduling meetings and travel arrangements.
• Act as the point of contact between the executives and internal/external clients, maintaining professional and courteous communication.
• Importantly, emulate the character and brand of the COO as his key representative both internally and externally
• Proactively manage future travel arrangements, booking each trip completely at a time (flight, hotels, transfers) at least 2 weeks in advance of the trip to secure best prices (longer lead time for international trips)
• Respond to meeting requests and have scheduled no longer than 48 hours from request escalating where help needed
• Manage email correspondences on behalf of COO, responding to queries promptly and autonomously where possible. Quickly check in with COO on teams / text if urgent messages are received
• Process expense reports weekly and coordinate with finance departments.
• Prepare reports, collect and analyze information, and create presentations as needed.
• Handle confidential information and ensure discretion at all times.
• Organize and maintain files and document management systems.
• Coordinate and oversee logistics for executive-led events, such as board meetings, conferences, and town halls.
• Assist in the preparation for and follow-up on executive meetings.
• Implement and maintain office systems and procedures to enhance productivity and efficiency.
• Contribute to team effort by accomplishing related tasks as needed.
• Take ownership of specific projects assigned, managing deadlines and coordinating with relevant teams.
• Maintain a professional demeanor and be flexible in a fast-paced environment with changing priorities

Qualifications:

• Bachelor’s degree is preferred, or equivalent professional experience.
• 4-5 years of experience in executive support, preferably at the C-level.
• Excellent Microsoft Office skills, with an emphasis on Outlook, Teams, Word, Excel, and PowerPoint.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and clients.
• Strong written and verbal communication skills.
• Ability to manage complex and highly confidential information.
• Adept at multitasking, managing priorities, and meeting deadlines.
• Comfortable working autonomously and in a collaborative team environment.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  IT Services and IT Consulting

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