Executive Assistant

New York
Jun 13, 2013
Jul 13, 2013
Ms. HR Coordinator
Full Time

Executive Assistant - This position reports to the Vice President and provides exceptional exposure to all aspects of projects, creatively and on all levels. Must be a true right arm and ready for anything, ranging from answering the phone to managing the logistics of major meetings and appointments. This is a small office and the work load varies on a daily basis. While we are looking for someone with a creative mind, we also want someone who takes direction well, follows up on tasks without being reminded, and keeps extremely organized. It is extremely important that this person does not let anything fall between the cracks, and we are looking for someone to take the initiative and help the business grow.

*Maintain calendar (via Outlook), coordinating all meetings and appointments and tracking executive’s schedule with calls, conference calls, follow-ups, etc.
*Arrange and coordinate all travel needs (airfare, hotels, car service, etc.)
*Field and screen all incoming telephone calls
*Provide research for meetings and special projects, pulling articles and building materials to prepare for meetings and presentations
*Organize and submit expense reports
*Manage new business grid and assist in developing new business proposals
*Maintain call sheet
*Coordinate timeline meetings
*Assisting on new business proposals, tailoring and modifying with visuals as needed (Powerpoint required)
*Update contacts as needed and maintain accurate contact information
*Always stay 5 steps ahead of schedule
*Create presentation materials, one sheets, etc. for sales meetings.


*4 year college degree
*High level of proficiency with all MS Office applications is required (Word, Excel, Outlook, and PowerPoint), internet search engines, and Blackberry
*2 years experience working with high-level executives in a fast-paced environment
*Excellent interpersonal skills and strong written and verbal communication skills.
*Ability to work well both as member of a team and independently.
*Strong work ethic, professional, extremely well organized, thorough, and a meticulous attention to detail.
*Flexible schedule and the ability to maintain confidentiality at all times
*Compensation: Commensurate with experience.

No phone calls, please.

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