Part-Time Executive Assistant

Beacon Hill Staffing Group, LLC; New York (NY); On-site; USD 36,000 - 59,000; Part time

Job summary

Beacon Hill Staffing Group, LLC in Midtown Manhattan seeks a Temporary Part-Time Executive Assistant to support Senior Executives. The role is on-site, five days a week from 8:30am to 1:30pm, starting asap and through year-end with potential extension.

Responsibilities include managing communications, calendars, Board meeting logistics, document preparation, and coordinating with Security for transportation, while maintaining utmost confidentiality.

Qualifications

• High School Diploma or GED; college degree preferred.
• 10+ years of experience supporting senior executives.
• Strong organizational, planning and multitasking abilities.
• Proficiency with Microsoft Office suite and document preparation.

Responsibilities

• Manage professional communication and corporate correspondence.
• Schedule meetings, travel and related logistics.
• Oversee the monthly Board of Managers meeting logistics.
• Prepare and distribute confidential documents and reports.
• Maintain busy calendars for personal and business needs.
• Coordinate with Security and Life Safety for executive transportation.
• Liaise with senior staff across departments and outside parties.
• Handle personal tasks for executives with discretion.

Skills

Executive support

Calendar management

MS Office proficiency

Discretion and confidentiality

Communication skills

Education

High School Diploma/GED

College degree or admin cert

Tools

Microsoft Office Suite

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

Our client, a commercial real estate owner and operator located in Midtown, Manhattan is looking for a Temporary Part-Time Executive Assistant to join their team.

This position will start as soon as possible and go on until the end of the year with potential to extend. The role will be five days on-site and the hours are 8:30am-1:30pm.

Compensation is up to $43/hr.

Essential Duties and Responsibilities:

• Manage professional communication and corporate correspondence by answering calls, taking messages or forwarding to the appropriate party, and typing correspondence
• Schedule and organize activities, such as meetings, conference calls, travel, and related logistics
• This includes full oversight and organization of the monthly Board of Managers meeting (over 20 attendees, plated lunch, waiter service, etc.)
• Prioritize, prepare, and distribute internal and external documents, including memoranda, letters, reports, presentations, confidential financial materials, and general correspondence
• Efficiently manage busy meeting calendar (personal and business)
• Plan and coordinate team meetings including preparation and circulation of meeting materials
• Organize and prioritize large volumes of information and calls
• Respond to regularly occurring requests for information, as appropriate
• Coordinate closely with Security and Life Safety team to facilitate the Chairman's scheduled transportation, including scheduled drives.
• Act as a liaison with other departments and external parties, including high-level staff such as Chairpersons, Presidents, Chiefs, Senior Vice Presidents and Vice Presidents
• Perform family business and/or personal tasks on behalf of Executives while maintaining utmost discretion and the highest level of confidentiality
• Perform other related duties as assigned
• Serve as a resource, advocate, and catalyst for sustainability. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants and residents to prioritize and actively engage in environmental stewardship.

Areas of Knowledge, Skills and Abilities:

• High School Diploma/GED equivalent
• College Degree or relevant office administration program certification preferred
• Minimum of 10+ years of experience supporting Senior Level Executives
• High-level ability to prioritize tasks, meet deadlines, and manage a workflow in flux
• High-level ability to organize complex schedules in a high-pressure environment
• Ability to interact effectively with diverse groups
• Effective team communication skills to work both independently and in team settings, as needed
• Strong attention to detail with the ability to multitask
• Personal Assistant experience a plus
• Effective oral and written communication skills, to easily convey purpose and confidentiality
• Professional and calm demeanor
• Strong time management skills to handle multiple concurrent assignments, with a high degree of accuracy and meet deadlines with limited direction and guidance
• Advanced proficiency in Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint

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.

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 .

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.

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