Executive Assistant- Temp to Hire

FlexStaff Career Site; New York (NY); On-site; USD 45,000 - 64,000; Full time

Job summary

FlexStaff is hiring an experienced Executive Administrative Assistant for our client, a securities industry leader. This role is 100% on site in the Financial District, with potential to work one day remotely once permanent.

You will support five managing directors, adapting to different work styles as needed. You will manage calendars, travel, meetings, expense reports, and communications with professionalism and confidentiality.

Qualifications

• A bachelor’s degree or 3+ years of executive administrative support experience.
• The ability to demonstrate a high level of professionalism and confidentiality in all communications.
• The ability to adapt to different work styles.
• Excellent clerical, organizational, time management and written and verbal communication skills, with attention to detail and accuracy.

Responsibilities

• Maintain complex calendars and travel arrangements for five managing directors.
• Organize and coordinate meetings, virtually and in person, including rosters, materials, rooms, and attendance lists.
• Assist in planning events with members, regulators, and policy makers.
• Prepare and manage monthly expense reports, vendor work packages, and internal payments processes.
• Build and maintain professional relationships across the organization.

Education

Bachelor’s degree or 3+ years of executive administrative support experience

Job description

FlexStaff is hiring an experienced Executive Administrative Assistant for our client, an industry leader representing securities firms, banks, and asset management companies. This role is 100% on site in the financial district. When the position becomes permanent, you may have the opportunity to work one day remotely. You will be supporting five managing directors in this role so it will be important to have the ability to be adaptable to support different work styles.

You will work a 9-hour day with a 1-hour lunch. The start time is flexible i.e.8:30-5:30pm or 9-6pm. The hourly salary will be $39.50 with eligibility for overtime.

Responsibilities:

• Maintain complex calendars, including booking and supporting travel arrangements.
• Organize and coordinate member meetings, both virtually and in person. This includes maintaining rosters; drafting, proofing, and distributing meeting materials; scheduling meeting rooms and virtual meetings; ordering food, and maintaining attendance/building security lists.
• Assist in planning, logistical coordination and support of occasional events with members, regulators, and policy makers.
• Prepare and manage timely submission of monthly expense reports, as well as vendor work packages and internal payments processes.
• Establish and maintain effective, collaborative, and cooperative professional business relationships throughout the organization.

Qualifications:

• A bachelor’s degree or 3+ years of executive administrative support experience.
• The ability to demonstrate a high level of professionalism and confidentiality in all communications.
• The ability to adapt to different work styles.
• Excellent clerical, organizational, time management and written and verbal communication skills, with attention to detail and accuracy.

*Additional Salary Detail

The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget and internal equity).