Executive Assistant job in New York at Hunter Hamilton

Executive Assistant – Founder 

Responsibilities

• Provide high-level executive administrative support including complex activities including meetings, travel, itinerary, telephone coverage, mail handling, processing of letters/correspondence, maintaining files, events/meeting planning, and other department activities

• Manages schedules utilizing MS Outlook (planning/arranging events, meetings, travel arrangements, conference calls); proactively manages and maintains a busy and ever-changing calendar. 

• Organize and prioritize a large volume of information requests and calls.

• Work independently and in a team as needed to research and resolve complex issues on both recurring and nonrecurring basis.

• Project manages special events or projects at the request of senior management. 

• Anticipate the needs and plan accordingly.

• Heavy calendar and schedule shifts, including extensive communication with SAT to confirm all entries and edits

• Constantly changing travel reservations and coordinating all parties involved.
• Maintaining a schedule and coordinating participants of weekly, bi-weekly, monthly, and quarterly meetings – schedule conference rooms, zoom details, collect materials, and print copies for all meetings.

• Ensuring seamless coordination between schedules and calendars for family and staff

  Very detailed calendar entries

  Entering necessary compliance forms for personal trading and political contributions

  Phone coverage and maintenance of ongoing spreadsheet with call info

  Documenting scheduled meetings in the calendar, via individual emails, during weekly admin meeting agenda, and ongoing spreadsheet detailed daily.

  Put together a daily package at the end of each day (including calendar, call list, meetings list, meeting materials for the next day, printed emails, printed daily financial reports, printed research, and mail – ensure precise organization of all items)

  Heavy monitoring of SAT’s email, pulling and printing relevant correspondence and research reports.

  Extensive pulling and printing of daily research, including regularly scheduled reports, specifically selected reports, and occasional research packages on companies

  • Includes a daily package of printed email titles and research titles pulled from various sources, which SAT will then select specific items to print
  • Will need to coordinate the shipping of the package when SAT is traveling

• Sending calendar reminders for quarterly portfolio updates, collecting and filing updates (including a printed binder, a file on the server, and a separate folder within SAT’s inbox)

• Coordination with the driver – confirming the schedule a day in advance and making sure the driver is aware of any changes in real-time. Coordinate errands.

• Print and organize a very hefty weekend financial package to send home

• Occasionally sending out wire requests and coordinating verbal confirmation for the banks.

• Maintain an up-to-date spreadsheet with the directory of all employees, with a sheet specifying the most relevant to SAT. Same for sales contacts.

• Place lunch orders as necessary, including coordination of pick-up when needed.

• A constant follow-up to ensure clear communication and response from SAT

• Daily coordination and communication to execute morning meeting

• Put together extensive and detailed travel itineraries and distribute to the entire family

Experience & Skill-Set

• Must have high level of interpersonal skill to handle sensitive and confidential situations.  Position demands demonstrated poise, tact, diplomacy and responsiveness.
• Strong team player, willing to work in a collegial environment
• Ability to handle multiple tasks with little or no supervision
• Highly motivated self-starter with can-do attitude
• Excellent organizational skills and the ability to handle multiple tasks simultaneously under demanding timeframes.
• Impeccable attention to detail and follow through.
• Proficiency in Word, Excel, PowerPoint, Outlook, Conference Room database/Schedule
• Must have 7-10 years of experience supporting C-suite executives