Executive Assistant

Talentify; City of White Plains (NY); Hybrid; USD 55,000 - 83,000; Full time

Job summary

Talentify in White Plains, NY seeks an Executive Assistant to support the Americas CIO & Data Officer and leadership teams. The role is hybrid (3 days onsite) and focuses on calendar management, travel, expenses, and confidential administrative duties in a fast-paced, global environment.

The ideal candidate has an associate degree and at least 7 years of relevant experience, exceptional communication, and the ability to handle multiple senior leaders with discretion and professionalism.

Qualifications

• Associate degree and minimum 7 years’ relevant experience.
• Ability to manage a high volume of work with competing priorities.
• Excellent emotional intelligence and communication skills.
• Ability to make independent decisions with minimal guidance.
• Experience supporting multiple senior leaders and global executives.

Responsibilities

• Provide Executive Assistance to Americas CIO & Data Officer and leadership teams, including extensive calendaring, travel, meetings, expenses and ad hoc projects.
• Manage demanding calendaring requests with limited oversight.
• Coordinate global travel and expense reporting using Concur.
• Maintain confidentiality and information security when handling sensitive information.
• Serve as liaison and brand extension for leaders, escalating communications as needed.
• Handle IT & Data administrative duties such as mail, vendor setup, PO management, supplies, and team files in OneDrive/Teams.
• Contribute to the department’s professional and respectful interactions with stakeholders.

Skills

Time management

Communication

Confidentiality

Problem solving

Microsoft Office

Microsoft Teams

Concur

SAP

OneDrive

Education

Associate degree

Tools

OneDrive/Teams

Concur

SAP

Job description

Job Title: Executive Assistant
Location: White Plains, NY (Hybrid - 3 days onsite)
Job Duration: 6 months on W2
Job Description:
We are looking for an Executive Assistant to support the: Americas Chief Information Tech & Data Officer and their Leadership Teams. Our perfect candidate is proactive, extremely organized, thrives in a fast-paced global environment, independently problem solves while under pressure, anticipates the needs of company leaders, and has a “get it done” attitude. The EA will manage a wide range of advanced administrative and executive support-related tasks, will be able to work independently within guidelines, and will make independent decisions regarding planning, organizing, and scheduling work. The ability to interact with senior leaders (at all levels) both locally and abroad in a fast-paced environment, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Excellent written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.
This position is hybrid and is based in White Plains, NY.

Responsibilities

• Provide Executive Assistance to: Americas Chief Information Tech & Data Officer, and their Americas and Global leadership teams, including extensive internal and external calendaring, business travel, large-scale meetings, both on and off site, expenses, and special ad hoc projects.
• Manage demanding calendaring requests with limited oversight, including calendars of senior executive
• Coordinate complex, regular globaltravel and expense reporting using Concur, including the submission of expense reports after each trip or special event.
• Maintain high standards of confidentiality and information security when given access to sensitive information.
• Serve as the brand extension for leaders you support, escalating and communicating on their behalf and serving as a team liaison
• Specific IT & Data Administrative duties are expected to be completed with minimal supervision, including, but not limited to, department mail, vendor setup and purchase order management, management of office supplies and space, and management of team files in OneDrive or Teams. Additional projects will be assigned as needed.
• Contribute to the excellent reputation of the company and the IT & Data team through professional, friendly and respectful interactions with all internal and external stakeholders

Required Qualifications

• You will have an associate degree and minimum 7 years’ relevant experience
• You will have the ability to manage a high volume of work, competing priorities, multi-task, and be resourceful in finding answers with little information
• Excellent emotional intelligence and communication skills with the ability to interact & collaborate effectively with others
• Ability to make the occasional decision with little to no guidance based on what is best for the executive and her team(s)
• Big-picture thinking to anticipate and detect problems and opportunities related to the people and teams being supported
• Speed and decisiveness to make the right moves in high-pressure situations
• Experience in supporting multiple senior leaders simultaneously and global executives is critical
• Experience coordinating and managing weekly travel (both domestic and international) is critical
• Excellent communicator, both written and verbal, and confidence to share communications on behalf of the IT & Data leadership
• Experience using Microsoft Teams is a plus. The ability to adapt to new collaboration and digital technology is a must.
• You will have strong skills using Microsoft Word, Excel, Powerpoint and Outlook
• You will have knowledge of SAP, Concur and OneBuy

Skills

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