Executive Assistant III

Spectraforce Technologies, Inc.; New York (NY); Hybrid; USD 70,000 - 120,000; Full time

Job summary

Spectraforce Technologies, Inc. is seeking an Executive Assistant III in the New York area. This role supports a senior executive with confidential and high-level administrative duties in a hybrid office setting.

Responsibilities include calendar management, document handling, meeting coordination, and travel planning. Ideal candidates will have 5–7 years of related experience, strong MS Office skills, and the ability to handle sensitive information with discretion.

Qualifications

• Associate's or bachelor's degree or progressive work experience.
• 5-7 years of related experience.
• Exceptional clerical and administrative skills.
• Ability to work independently and within a team.
• Excellent written and verbal communication.
• Demonstrated organizational skills and discretion.

Responsibilities

• Prepares edits and types a variety of confidential materials, reports, correspondence, and statistical tables.
• Answers telephone, screens calls, takes messages and receives visitors.
• Organizes mail and other executive paperwork, forwards to appropriate party and/or responds independently as appropriate.
• Establishes and maintains highly confidential files and records.
• Manages the office of a Senior Executive and requires comprehensive knowledge of executive operations, policies, practices and personnel.
• Coordinates and facilitates high-level executive functions with wide latitude for independent judgment.
• Schedules appointments and coordinates arrangements for meetings, conference and travel itineraries.
• Performs a variety of duties to conserve the time of the executive, such as keeping personal business bookkeeping records and other personal business items as directed.

Skills

Calendar management

MS Office

Executive support

Discretion

Banking experience

Capital markets experience

Multi-tasking

Communication skills

Education

Associate's degree

Bachelor's degree

Tools

Spreadsheets

Reporting tools

Presentation software

Job description

Job Title: Executive Assistant III

Location: New York, NY 10017 or Stamford, CT, 06905

Duration: 9 month assignment (Potential for extension or conversion based on performance.)

Shift/Hours: 40hours/week, Mon- Friday

Work Model: Hybrid: 4/5 days a week in office (1 day of flex).

Travel Required: only between local offices.

Summary

• The Executive Assistant TDS provides highly skilled, diversified, confidential, and administrative support of an executive nature to a senior executive of a Company division, performing complex and technical activities requiring considerable discretion and independent judgment.
• Works with persons at all levels of the company, as well as external organizations and customers and handles highly confidential materials.
• Facilitates management details and serves as an intermediary with important delegated administrative functions to relieve executives of administrative responsibilities and details.
• May supervise various offices administrative and support personnel.
• Coordinates and facilitates high-level executive functions with wide latitude for independent judgment.
• Assists with numerous highly confidential functions including merger & acquisition early-stage meetings and due diligence document organization.
• Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records.

Scope of Project

supporting an EVP and SVP

Responsibilities

• Prepares edits and types a variety of confidential materials, reports, correspondence, and statistical tables.
• Answers telephone, screens calls, takes messages and receives visitors.
• Organizes mail and other executive paperwork, forwards to appropriate party and/or responds independently as appropriate calling attention to priorities.
• Establishes and maintains highly confidential files and records.
• Manages the office of a Senior Executive and requires comprehensive knowledge of executive operations, policies, practices and personnel.
• Coordinates and facilitates high-level executive functions with wide latitude for independent judgment.
• Schedules appointments and coordinates arrangements for meetings, conference and travel itineraries.
• Performs a variety of duties to conserve the time of the executive, such as keeping personal business bookkeeping records and other personal business items as directed.
• Demonstrates a high level of tact and discretion due to the frequency of high level internal and external contacts. Requires a thorough understanding of executive's job and methods of work.
• Assists with numerous highly confidential functions including merger & acquisition early stage meetings and due diligence document organization.
• Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records. May participate in other Board activities such as Board website, or preparation of annual meeting documents.
• Communicates and coordinates with internal departments, community leaders, organizations, shareholders and high-level customers acting as a liaison between the President or Senior Executive in order to resolve issues and concerns and to relieve executive of administrative details.
• Research information and assembles and prepares data and special reports, providing analysis and summaries (e.g. SEC research, merger & acquisition or Proxy activity).
• Conducts projects as assigned such as coordinating regulatory exams.
• Analyzes complex information requests and determines appropriate action.

Education & Experience

• Associate's degree and/or bachelor's degree or progressive work experience in addition to experience below.
• 5-7 Years of related experience.
• Exceptional clerical and administrative skills.
• Knowledge of division organization, terminology and operations.
• Ability to work independently and within a team.
• Proven organizational skills, with ability to keep others focused on task and efficient.
• Excellent communication skills, both written and verbal with ability to work with all levels of the enterprise.
• Demonstrated PC skills, including proficiency with spreadsheets, reporting tools and presentation software.

Must-Have Hard Skills

• Exp supporting senior level execs.
• Multi-tasking.
• Calendar mgmt.
• Strong organizational skills.
• Privy to sensitive information- good judgement.
• Strong MS office.
• Prior experience supporting a senior level executive.
• Banking experience.
• Capital markets/ Financial Institue exp.

Physical Requirements

• Service customers while sitting for long periods.
• Perform sedentary work.
• Perform multiple tasks.
• Use standard office equipment.

Ideal Candidate

• Degree/Level of Education: post-secondary education would be a nice to have. Experience is more important.
• Years of Overall Experience: 5 to 7 years' experience min. More experience would be ideal.
• Articulate, polished, professional.
• Good Instincts and initiative.
• Good judgement, very organized.
• Will be privy to sensitive/discreet information.
• Prior experience supporting a senior level executive.
• Banking/capital markets experience would be a plus.