Executive Assistant
Beacon Hill Staffing Group, LLC
New York, NY
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JOB DETAILS
SALARY
$41.38–$41.38 Per Hour
JOB TYPE
Full-time, Employee
SKILLS
Administrative Policies, Analysis Skills, Auditing, Biology, Brochures, Budget Management, Calendar Management, Communication Skills, Continuous Improvement, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Fortune 500 Customers, Identify Issues, Investment Management, Legal, Passport Requirements, Plan Meetings, Presentation/Verbal Skills, Process Flow, Process Improvement, Reconciliation, Regulations, Reporting Skills, Risk, Time Management, Travel Planning, Visa Applications, Writing Skills
LOCATION
New York, NY
POSTED
4 days ago
Our client, an investment management organization in Midtown Manhattan, is seeking a Temporary Executive Assistant who is highly flexible across different teams and has excellent written and verbal communication skills. The ideal candidate will be able to step in seamlessly to handle scheduling, calendar management, and expenses while floating among various departments. This role will start on June 15th and will go on for 6 months. The hours are 8am-5pm with an hour of unpaid lunch. This role is on-site Monday through Thursday with remote work on Fridays. Pay is up to $41.38/hour.
Responsibilities:
- Extensive and complex calendar management using good judgment and initiative to prioritize effectively; respond promptly to polling requests; communicate changes and updates to managers and colleagues appropriately.
- Coordinate meetings with internal associates and external contacts. Schedule meeting rooms, visitor passes, and equipment as required. Meet, greet and escort visitors, meeting attendees and candidates. Draft, collect and distribute supporting documentation as necessary. Provide support and service to guests and visiting company personnel.
- Manage complex travel arrangements to meet schedule, budget guidelines, and manager preferences. These may include multiple destination trips and high-risk locations. Proactively manage visa and passport requirements; arrange Global Entry and TSA Preclear if suitable; research and arrange security measures when needed; provide detailed itineraries and assist managers with check-in and booking of in-flight options before departure.
- Maintain and update departmental and/or compliance-related reporting requirements.
- Complete monthly multi-currency business expenses: reconcile personal out-of-pocket and corporate card charges using Concur online expense tool.
- Produce general correspondence, reports, and presentations. Develop appropriate formats and check for grammar, punctuation, and spelling.
- Track, gather, maintain and compile market or internal information, and generate reports. Present findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and/or presentations.
- May conduct basic analysis and auditing.
- May organize and manage small department/team meetings and events.
- Provide team support and back-up coverage for peer assistants.
- Keeps abreast of internal administrative policies, practices and guidelines and proactively identifies opportunities to improve work processes/flow to better leverage own and department's workload.
- Participate in project teams or focus groups when required.
- Assist managers with personal requests as supported by specific unit guidelines.
- Performs additional responsibilities as assigned.
Qualifications:
Teamwork / Service Orientation
- Demonstrates the ability to work productively and collaborate well with others.
- Demonstrates commitment to Capital's core values.
Core Administration / Ownership
- Demonstrates consistent accuracy and attention to detail.
- Takes responsibility for completing tasks in a timely fashion and with good judgment.
- Demonstrates an understanding of the investment business and manager roles.
- Proficient with enterprise and Investment Group processes and systems.
Communication
- Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
- Able to respond productively to feedback from all sources.
- Distinguishes effectively between urgent and non-urgent requirements and adapts communication accordingly.
- Proactively seeks to understand the broader context for administrative requests to improve decision making.
Drives Change
- Proactively identifies potential issues/conflicts and provides effective solutions.
- Adapts to new tools and processes quickly and with a positive attitude.
- Proactively asks insightful questions better to understand systems, processes, the business, etc.
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
About the Company
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