Administrative Assistant/ Executive Assistant
We currently have multiple positions within a range of industries for Administrative and Executive Assistant roles. Please apply on this page to be considered for these positions. Below will include a general job description. Once your application is submitted we will be able to go into more depth regarding the specs of each of the roles.
Job Description:
Locations:
New York, NY
Newport Beach, CA
Austin, TX
Responsibilities:
Calendar Management
- Heavy calendar management for senior individuals according to their preferences.
- Proactively identifies and resolves calendar conflicts
- Communicates effectively, keeps managers’ calendars well organized, and properly screens meetings
Meeting Coordination
- Schedules external and internal meetings, calls and video conferencing.
- Checks and confirms availability for participants
- Coordinates meeting materials, printing and distribution.
- Handles all aspects of meeting logistics (ie. VC details, conference Rooms, A/V assistance, catering)
Travel Coordination and Preparation
- Coordinates international and domestic travel arrangements through company’s online booking tools and travel agenceies according to each firm’s Travel and Entertainment Policy.
- Arranges cost effective ground transportation, books hotels and manages all logistics
- Creates final travel itinerary
Expense Reports: Travel, Gifts and Entertainment
- Gathers business documentation and approvals to prepare monthly expense reports
- Prompts managers after travel, meetings and events for proper documentation
- Prior to travel or events, obtain policy exception approvals and compliance pre-approvals
- Processes monthly detailed expense reports through the Concur system
- Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed
- Monitors and tracks all expense reports submitted until final payment
Internal and External Client Servicing and Phone Coverage
- Communicate clear and accurate details along with timely follow-up to emails and ad hoc requests
- Creates follow up correspondence according to the requirement of each individual
- Provides excellent client service and phone skills both internally and externally
- Manages telephone calls and escalates matters appropriately
Project and Department Responsibilities
- Completes assigned projects on time and with accuracy.
- Liaises with assistants from other departments to support all business needs as a team
- Supports individuals with any projects or events, using Excel, PowerPoint and firm applications