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GMA Executive Administrative Assistant

Axelon Services Corporation

New York, NY

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JOB DETAILS
SKILLS
Administrative Skills, Board Meeting, Budget Management, Budget Reporting, Calendar Management, Communication Skills, Editing, Establish Priorities, Event Management, Executive Assistant Skills , Expense Reporting Software, Expense Reports, IT Procurement, Logistics Management, Mail Processing, Manage Agenda, Microsoft Office, Microsoft Outlook, Microsoft Product Family, Multitasking, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Project Tracking, Project/Program Coordination, Project/Program Management, Purchasing/Procurement, Record Keeping, Regulations, Relationship Management, Sales Management, Schedule Development, Team Lead/Manager, Travel Planning, Videoconferencing, Willing to Travel, Writing Skills
LOCATION
New York, NY
POSTED
4 days ago
Pay: $56.5 per hour

Responsibilities
  • Calendar Management – Diligent, pro-active management of complex agenda and setting of meetings across all time zones
  • Schedule, track client meetings and support, including Board and Regulatory meetings
  • Domestic and International Travel arrangements, expense claims, expedited travel services
  • Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls
  • Preparation and coordination of departmental meetings, events, and Town Halls.
  • Creating, editing and preparing emails, organization charts and presentations.
  • Managing logistics/schedules for visitors and supporting senior executives during their visits.
  • Management of incoming and outgoing communications
  • Maintain and create e-mail distribution lists in Outlook
  • Completion of any reasonable projects or tasks, as requested by management.
  • The staff member will make use of several application systems including:
    • iValua/MyPortal– Supplies and IT Procurement.
    • MyIAM – Approve Identity & Access Rights to various platforms on behalf of Manager
    • Concur – Travel scheduling, expense reporting, and review of Manager’s direct reports expense submission for approval.
    • Outlook
    • Microsoft Office Suite
Administrative and Organizational Support
  • Manage scheduling and calendar management for executives.
  • Arrange travel arrangements, accommodations, and itineraries.
  • Prepare documents and presentations for board or client meetings.
  • Maintain records and ensure confidential files are organized.
  • Handle expense reports and budget tracking.
Communication and Relationship Management
  • Act as the first point of contact for internal and external stakeholders.
  • Draft and edit emails, letters, and correspondence with strong written communication skills.
  • Coordinate information flow between departments to maintain clarity and alignment.
Project and Workflow Coordination
  • Oversee multiple projects simultaneously and track progress toward milestones.
  • Assist with event planning and team initiatives.
  • Improve workflow efficiency through organization and clear prioritization.
Qualifications
  • Proficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).
  • Experience with project management and expense reporting software.
  • Competence in calendar management, travel arrangements, and administrative support systems.

About the Company

A

Axelon Services Corporation