Executive Assistant

Rider Levett Bucknall RLB; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Rider Levett Bucknall RLB is seeking an Executive Assistant in New York, NY. The position involves providing high-level administrative support, managing calendars, and preparing correspondence. The ideal candidate will have 5+ years of administrative experience supporting C-level executives and demonstrate excellent communication skills.

Key functions include managing office correspondence, processing invoices, and supporting project outcomes. RLB is an equal opportunity employer committed to excellence in customer service.

Qualifications

• 5+ years of previous office admin experience supporting C-level executives.
• Demonstrates initiative and proactive approach to tasks.

Responsibilities

• Provide high-level administrative support to the regional office or other senior staff.
• Prepare reports, collect, and analyze information; prepare presentations.
• Maintain the manager’s calendar and contacts as requested.
• Train clerical staff on office equipment, policies, and procedures.
• Process office invoices, timesheets, and billing.

Skills

Excellent communication and interpersonal skills

Familiarity with dictation

Knowledge of Microsoft Office

Typing skills (75+ wpm)

Proficiency in PowerPoint

Ability to maintain confidentiality

Education

AA Degree

Tools

Microsoft Office

Job description

The position will be responsible for providing high-level administrative support to the regional office or location and other senior staff by answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies, as well as additional clerical duties. The Executive Assistant should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

Essential Functions

• Preparation of correspondence, confidential memos, meeting minutes and reports, as requested.
• Enter opportunities into the CRM.
• File contracts & PO's, invoice for projects, and process expense reports.
• Maintain the manager(s) calendar and contacts as requested.
• Uses independent judgment in matters that directly relate to the operations of the office.
• Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
• Process office invoices, timesheets and billing.
• Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Prepare reports, collect, and analyze information; prepare presentations.
• Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
• Train clerical staff on office equipment, policies, and procedures. Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
• Composing and editing PowerPoint presentations.
• Creating/maintaining Excel spreadsheets.
• Contributes to team performance by collaboration and effective communication.
• Contributes to and understands the client's desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes.
• Adds to team effort by accomplishing other duties as assigned.

Ideal Candidate

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good commercial results.

Qualifications

• Minimum Education (or substitute experience) required: AA Degree.
• Minimum Experience required: 5+ years of previous office admin experience supporting C-level executives.
• Skills Required: Excellent communication and interpersonal skills, demonstrates initiative, familiarity with dictation, previous experience handling complex travel agendas and arrangements, keen knowledge of Microsoft Office and general clerical abilities, good typing skills (75+ wpm), proficient in PowerPoint; and ability to maintain confidentiality.

Physical Requirements and Working Conditions

• Indoor office environment. May require work on site location when necessary.
• Equipment used includes computers and standard office machines.
• Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.

RLB is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.