We are currently seeking an Executive Assistant for one of our financial services clients in midtown.
Details:
- Length: Contract (roughly 16 weeks)
- Schedule: Onsite Monday - Thursday (remote on Fridays)
- Pay: $35-37/hr
Responsibilities:
- Perform clerical duties, including producing documents such as memoranda, letters, and reports using Word. Compose correspondence and oversee finalization and distribution thereof. Prepare ad-hoc presentations containing graphs and charts using PowerPoint and Excel.
- Manage calendars; organize meetings, lunches, and dinners; book meeting rooms, catering, and other facilities as required. Manage detailed schedules and travel logistics, including a large volume of last-minute changes. Manage daily schedule.
- Organize travel arrangements involving flights, hotel reservations, visa requirements, and local transportation.
- Process and reconcile all expenses.
- Submit LOB-related invoices (including legal invoices) to the expense management system.
- Prepare detailed discussion materials regarding potential target managers containing complex text, tables, graphs, and charts, and incorporate such discussion materials into a high-quality presentation package, involving creativity and artistic layout using PowerPoint and Excel, photocopying (including color copies), and binding.
- Handle confidential communications with all due sensitivity and discretion.
- Read and route incoming mail; prioritize such mail in order of urgency.
- Screen telephone calls; listen to voice mail and follow up accordingly.
- Create and maintain files for correspondence and deal-related material.
- Maintain an up-to-date client contact list on the company database.
- Greet visitors, accompany them to the appropriate meeting room, and notify internal staff of such visitor's arrivals.
- Provide secretarial coverage for other executives and visitors when needed.
- Handle ad-hoc work as requested.
Qualifications:
- Proficiency in Microsoft Word, PowerPoint, and Excel.
- Strong organizational skills and the ability to manage multiple tasks simultaneously.
- Excellent communication skills, both written and verbal.
- Ability to handle confidential information with discretion.
- Experience in managing calendars, travel arrangements, and detailed schedules.
- Attention to detail and accuracy in processing expenses and invoices.
- Creativity in preparing presentation materials.
- Ability to prioritize and route incoming mail and screen telephone calls effectively.
- Strong interpersonal skills for greeting visitors and providing secretarial coverage.