Job Description

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.

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