Floater Assistant

Beacon Hill Staffing Group, LLC; New York (NY); Hybrid; USD 52,000 - 76,000; Part time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Remote day Fridays

Job summary

Beacon Hill Staffing Group, LLC is seeking a Temporary Assistant to provide seamless administrative support to Executives on the Client Product Solutions team. Hours are 8/9am-5/6pm, with overtime flexibility. In-office Monday-Thursday, Friday remote, with in-office as needed.

The role emphasizes calendar management, travel arrangements, expense processing, and professional communication. Strong organizational skills and discretion are essential in a fast-paced corporate environment.

Qualifications

• BA/BS degree preferred with 5+ years of administrative support or equivalent.
• Ability to thrive in a fast-paced environment and meet deadlines.
• Discretion handling confidential matters; professional written and verbal communication.
• Proactive ownership and initiative in managing executives' calendars and travel.
• Experience supporting multiple executives in a corporate setting.

Responsibilities

• Extensive calendar management including scheduling meetings and coordinating attendees.
• Screen calls and greet guests in a professional manner.
• Arrange complex travel plans and itineraries with visa coordination.
• Schedule conferences and off-sites and manage related logistics.
• Prepare letters and routine correspondence; edit for accuracy and clarity.
• Process expenses for executives using SAP Concur.
• Handle mail and packages; provide phone coverage and backup assistance.
• Perform other ad hoc tasks as assigned.

Skills

Calendar management

Executive support

Travel coordination

Greet guests

Communication skills

Discretion and professionalism

Team player

Prioritize multiple tasks

Office equipment familiarity

Experience supporting executives

Education

BA/BS degree preferred

Tools

Microsoft Outlook

Excel

PowerPoint

SAP Concur

Word

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Top global private equity firm is seeking a Temporary Assistant to provide seamless administrative support to Executives and cover for other Admins on the Client Product Solutions team. General hours are 8/9am-5/6pm with flexibility for overtime as needed. In office Monday-Thursday with Friday being a remote day; must have flexibility to go in office if needed.

Responsibilities

• "Extensive calendar management including scheduling meetings, communicating details to attendees. This requires exercising a flexible approach to changing schedules and ensuring appointments are met. Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures"
• "Screen incoming calls and greet guests in a professional and courteous manner"
• "Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination"
• "Schedule and organize conferences and off-sites including all related logistics"
• "Prepare and compose letters, memos and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes"
• "Allocate and process expenses for executives, including American Express and Out of Pocket expenses using SAP Concur system"
• "Use US Mail, FedEx, and other services to send and track priority mail; work with mailroom staff to send packages as needed Provide phone coverage and back up assistance"
• "Perform other ad hoc tasks as assigned and required"

Qualifications

• "BA/BS degree preferred 5+ years of administrative support experience or training, or equivalent combination of education and experience"
• "Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing priorities and meet deadlines"
• "Ability to shift gears independently and demonstrate flexibility in different coverage assignments"
• "Demonstrative strong initiative and ownership of responsibilities; take a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action"
• "Exemplary interpersonal skills necessary to handle sensitive and confidential situations; this role continually requires poise, tact and diplomacy'in all situations Superb written and verbal communication skills; strong attention to detail when composing and proofing materials required"
• "Team-oriented and collaborative attitude is a must"
• "Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint"
• "Working knowledge of office administrative procedures and operating standard office equipment"
• "Experience supporting a group of executives in a corporate environment highly preferred"
• "Experience in finance industry is a preferred but not required"

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

We look forward to working with you.Beacon Hill. Employing the Future (TM)