Job TItle: GMA (Global Markets Americas) Executive Assistant
Location: New York, NY | Pay: $58.50 per hour
Duration: 6 months
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.
These responsibilities require exceptional organizational skills, time management, and attention to detail.
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.
- Strong written and verbal communication.
- Adaptability under pressure and problem-solving mindset.
- Collaboration with senior executives, team members, and clients.
- High degree of organizational skills and time management.