Executive Assistant

Randstad Enterprise; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading staffing company in NYC is looking for an Office Administrator to provide comprehensive support to the Executive Leadership Team. This temporary role involves managing calendars, scheduling meetings, and handling confidential materials. The ideal candidate will possess strong organizational skills and the ability to handle diverse tasks with discretion. The position starts ASAP and lasts approximately 3 months, with potential for extension or permanent placement.

Qualifications

• Experience managing calendars and scheduling meetings.
• Ability to work with highly confidential information.
• Proficient in general office tasks and clerical duties.

Responsibilities

• Schedule meetings and manage travel arrangements.
• Greet visitors and prepare meeting rooms.
• Maintain and update shared office calendars.
• Handle expense reporting for executives.
• Perform general clerical duties as needed.

Skills

Handling confidential information

Calendaring and scheduling

General clerical duties

Communication skills

Job description

Overview

Position Summary

Responsible for all office administrative responsibilities by providing support directly to up to 5 members of the Executive Leadership Team and overall Office team to assist with the efficient running of the office.

This is a temporary role starting ASAP lasting for approximately 3 months duration with the ability to extend and/or convert permanently based on performance and the business needs of the team. The role will be fully on-site at the team’s corporate office located in NYC.

The ideal candidate will have prior experience working with highly confidential information. This individual considers no task too small or too big!

Responsibilities

• Calendaring - Scheduling meetings, travel, zoom information, building security, etc.
• Greeting visitors, preparing meeting rooms, pre-checking remote meeting capabilities.
• Contacts - maintain and update for individual executives and shared contact lists.
• Maintain and update shared office calendars.
• Expense reporting and coordination of payments for executives.
• Open mail, scan into network drives following established protocols and standards.
• Open mail and distribute (if scanning unnecessary) following established protocols and standards.
• Distribute confidential mail according to established protocols and standards (i.e., Human Resources mail).
• Scan and save documents daily to network including but not limited to bank statements, invoices, receipts and investment related documentation.
• Print documents and find files for the team.
• Prepare outgoing mail, USPS, UPS, FedEX and messenger, etc.
• Back-up for preparing legal documents for signature, coordinating distribution and saving to network.
• Assist in obtaining approvals and signature to open new bank and investment accounts.
• Serve as backup for daily wire process and fax wires as needed.
• General clerical duties including photocopying, fax, scanning, shredding, etc.
• Run errands as required (i.e., bank, post office, and properties, etc.).
• Go to the bank daily if checks have been received.
• NYO supplies ordering (paper, pens, equipment, etc.).
• Assist with the coordination/ordering and delivery of lunch, meals for team members and meetings.
• Primary coordination of NYO Seating chart and scheduling.
• Assist and support family members as needed.
• Provide back-up of utility set-up at households as needed.
• Assist with bill payment by phone if needed.
• Research and implement new organizational systems/processes.
• Holiday Gift Card list and ordering.
• Coordinate Family Office birthday cards for signatures and distribution.
• Cross train with other employees for full coverage.
• Provide back-up and support for all other administrative assistants in the office as needed.

Qualifications

The ideal candidate will have prior experience working with highly confidential information. This individual considers no task too small or too big!

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned.