Executive Assistant

Location: Queens, NY/ ONSITE 5 days a weekThe Executive Assistant supports the executive staff and must be an utmost professional. Must have the ability to work on his or her own accord and with little direction and be innovative and creative in providing focused and impressive planning for visitors to the location. The workload involves managerial, clerical and secretarial duties with frequent contact with the professional and administrative staff.Duties include, but are not limited to:Reporting to the C Level and will work in the executive suiteKey responsibilities include scheduling and maintaining the executive calendar, planning and preparing for meetings, taking and dispersing meeting minutes, processing reimbursements, and ensuring that all materials for meetings and events are prepared.Maintain a thorough understanding and knowledge of the activities of the executive which involves understanding the nature and sensitivity of issues, routing questions to the appropriate division leadership and team members, and assuring that regulatory, city, state and federal governmental officials and members of the public receive timely, courteous, accurate, and diplomatic responsesDemonstrate a high degree of autonomy, professionalism, tact, and discretion in handling confidential and sensitive mattersFunction as an integral part of a fast-paced team, have a proactive and customer service-oriented approach to work and problem-solving, facilitate the smooth flow of work, and ensure accountability for all administrative needsCoordinate related arrangements such as reserving conference rooms, prepping presentation equipment, agenda preparation, transcribing minutes and distribution of materialsHelp ensure the executive is well-prepared and on time to meetings and eventsIn consultation with the executive prioritize issues according to urgency and allocate time accordinglyAnticipate immediate office team needs and maintain flexibility, investigate options and recommend/prepare itineraries, prepare background information/materials, and process/track expense reimbursementsOrder office supplies and track subscriptionsMaintain call directories and other communication documentsEstablish and maintain an effective and well-documented paper/electronic records management system for correspondence and other materialsDevelop and maintain databases as requestedProfessionally respond to inquiries from a wide variety of individuals and at all organizational levels by email and phone as necessaryAnswer and place phone calls in a polite and professional manner, taking and delivering accurate and complete messages in a timely fashionExercise and apply discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to the appropriate staff member for follow up

Required:MUST BE AN EXECUTIVE ASSISTANT NOW OR IN THE PAST 2 YEARS Represent professionally, be adaptable, flexible, detailed oriented and comfortable working in a fast-paced environmentBe a strong collaborator with an interest in proactively identifying and solving problemsExperience performing a range of administrative functions including heavy calendar management, correspondence, taking accurate meeting minutes and sharing said minutes with appropriate parties in a timely fashion, travel and meeting arrangements, event planning, correspondence, reception, records processing and other admin support tasksStrong verbal and written communication skills a must, an ability to articulate ideas and issues clearly and concisely with colleaguesDemonstrated ability to compose business correspondence using appropriate format, language and grammarActive listening skills to ensure that important points are noted and clearly communicated; uses critical thinkingDemonstrated ability to quickly acquire in-depth understanding of an organization's programs, goals and objectives, including internal practices and procedures and their principal's method of operationMust be highly organized with an ability to multitask in a fast-paced and dynamic environment, maintain workflow, and meet deadlinesProven skill establishing and maintaining accurate digital and paper filesDemonstrated ability to follow through on assignments with minimal supervisionStrong project management and organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivityPositive customer service orientation with an ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistanceDemonstrated experience and commitment to a collaborative work style and an ability to establish and maintain positive working relationships with management and staff in a large multifaceted organizationMeticulous attention to detail as demonstrated by regularly verifying work to ensure accuracyProficiency with PCs; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; and Google

Preferred:Bachelor’s degree