Executive Assistant

Computing Concepts Inc; New York (NY); On-site; USD 80,000 - 110,000; Full time

Job summary

Enterprise Z in New York is seeking an Executive Assistant to support the CIO and leadership team in a fast-paced, on-site setting. You will manage calendars, coordinate meetings, prepare reports, and handle confidential information with discretion.

You will liaise across departments, assist with presentations, travel arrangements, and expense reporting, and ensure smooth operations reflecting the organization’s professional standards.

Qualifications

• Bachelor's degree required.
• 8+ years of related experience in a fast-paced environment supporting senior level executives.
• Experience in Financial Management industry is a plus.
• Ability to adapt to a fast-paced environment and ambiguous situations.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to communicate well at all levels of staff and leadership.
• Excellent ability to multi-task and to set precedence for deliverables.
• Proficiency in Outlook and Microsoft Office suite including PowerPoint, Excel, and Word.
• Experience with communications applications: Zoom, Skype, Teams.

Responsibilities

• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Setting up calendar and meeting management
• Zoom meeting set up, travel booking experience with CSTO Systems
• Arrange travel and accommodations for executives. Prepare expense reports. Experience with Concur is an asset
• Manage sensitive matters with a high level of confidentiality and discretion.
• Understanding Policy and Procedure for COO, Office Supply Management, document prep for meetings and other administrative duties.
• Ability to work on presentations and assist COO and department leads in presentation prep and editing and some other ad hoc project type work.
• Potential activities could include collecting and collating information from Mgmt team for various divisional exercises
• Help coordinate logistics for large department meetings as well as events such as Employee Engagement, Diversity and Inclusion, and Giving Back programs.
• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.

Education

Bachelor's degree

8+ years experience supporting senior executives

Tools

Outlook

Microsoft Word

Excel

PowerPoint

Zoom

Skype

Teams

Job description

Job Description *This is a fully on-site role*8am - 5pm schedule Enterprise Z: Executive Assistant Role Description Enterprise Z is looking for an Executive Assistant who will provide administrative support to the EZ Chief Information Officer and his leadership team. Reporting directly to the CIO, the Executive Assistant provides executive support in a one-on‑one working relationship. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The role will provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.

Job Responsibilities

The Executive Assistant is a highly visible role that engages senior stakeholders on a day-to-day basis. The role responsibilities include:

• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Setting up calendar and meeting management
• Zoom meeting set up, travel booking experience with CSTO Systems
• Arrange travel and accommodations for executives. Prepare expense reports. Experience with Concur is an asset
• Manage sensitive matters with a high level of confidentiality and discretion.
• Understanding Policy and Procedure for COO, Office Supply Management, document prep for meetings and other administrative duties.
• Ability to work on presentations and assist COO and department leads in presentation prep and editing and some other ad hoc project type work.
• Potential activities could include collecting and collating information from Mgmt team for various divisional exercises
• Help coordinate logistics for large department meetings as well as events such as Employee Engagement, Diversity and Inclusion, and Giving Back programs.
• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.

Qualifications

• Bachelor's degree required
• 8+ years of related experience in a fast‑paced environment supporting senior level executives. in a fast‑paced environment.
• Experience in Financial Management industry is a plus.
• Ability to adapt to a fast‑paced environment and ambiguous situations
• Excellent communication and time management skills; proven ability to meet deadlines
• Ability to communicate well at all levels of staff and leadership
• Excellent ability to multi‑task and to set precedence for deliverables
• Proficiency in Outlook and experience with the Microsoft suite of apps including PowerPoint, Excel, and Microsoft Word
• Experience with communications applications: Zoom, Skype, Teams, VBrick
• Comfortable running reports from in‑house applications
• Demonstrates capability to work independently and take ownership of processes
• Excellent time management skills