POSITION SUMMARY:

The Executive Assistant provides administrative, recordkeeping, budget, and/or logistical support to senior level manager(s) of various business units, such as a Director, Assistant Vice President, Vice President, Senior Vice President, Managing Director, etc. Draw upon experience and judgment to maintain schedules, track, and document unit activity, and provide for meetings and the meeting materials with little supervision.

The Executive Assistant has excellent organizational skills and a personable disposition to keep us thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. The Executive Assistant will provide strong, reliable support for operations by creating procedures and communicating them throughout the organization clearly and concisely. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.

RESPONSIBILITIES:

• Perform administrative functions to support the work of multiple leaders/senior managers.
• Perform a lead role in coordinating meetings and events with multiple managers, as well as external parties.
• Coordinate conference attendance, including organizing agendas and meetings for the team.
• Manage, process, and track invoices across multiple projects, leveraging proprietary invoicing and approval system
• Complete and track expense reports in a timely manner, leveraging expense system.
• Work with IT team to ensure technology and hardware is functioning properly at all times.
• Assist with preparation of presentations as requested.
• Generate and distribute reports as requested.
• Gather data relevant to projects of a senior manager.
• Create administrative practices to ensure efficiency and consistency within the office.
• Provides on-site support for meetings and office functions, such as:
• Order and replenish office and kitchen supplies.
• Ensure guests are logged into entry system as needed for meetings / visits.
• Assist in securing security badges at the office site, ensuring compliance with company standards.
• Aid in setting up new accounts on various vendor websites, such as Staples and FedEx.
• Pursue new accounts / discounts at hotels near office in New York and Coral Gables.
• Procure food / refreshments for meetings, including identifying and engaging new and existing providers.
• Other duties as assigned.

Qualifications:

• High School Diploma or equivalent required.
• 6+ years of related experience; Office Manager, Front Office Manager or Administrative Assistant.

SKILLS:

• Knowledge of Office Administrator responsibilities, systems, and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular).
• Hands-on experience with office machines (e.g. Printers).
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.
• Attention to detail in maintaining calendar, travel schedule, meeting agendas, expense tracking and information files.
• Independent work style that anticipates needs, proactively resolves problems, and builds strong team relationships.
• Ability to effectively present information and respond to questions from all levels of staff, clients, and other external constituents.
• Must have professional manners as well as a high level of interpersonal skills to handle time-sensitive and stressful situations. Position continually requires demonstrated poise, tact, and diplomacy.
• Ability to understand and carry out instructions furnished in written and verbal form.
• Communicates effectively across business lines demonstrating good judgment and confidentiality.

LOCATION and COMPENSATION:

• This role will be based in New York, NY
• This role will be hybrid requiring 4 days a week in office, with flexibility for one remote workday each week

• Base compensation is expected to be $100K-130K with the opportunity for incentive compensation including bonus compensation.

*Salary may vary based on work experience, market conditions, location, and qualifications/training.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to handle, touch or feel objects, tools, or controls. The employee frequently is required to talk and hear. The noise level in the work environment is usually moderate. The employee is occasionally required to stand; walk; reach with hands and arms. The employee is rarely required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.