Executive Assistant

Role Name: Executive Assistant

Location: New York, United States

Duration 6-12+ months with possible extension

Job Description:

Executive Assistant North America Financial Service Insights & Data

This is a great opportunity for a fast learner and strong communicator who enjoys planning and organizing and thrives in a team spirit environment to help others and build connections with leaders, people and teams! As an executive assistant, you will focus on a variety of transactional activities, directly for 5 Vice Presidents as well as with business groups and in support of the People Director, Leadership Team and in coordination with our Group departments and external vendors.

Responsibilities / Accountabilities:

• Arrange internal virtual and in-person office meetings and conference room events.
• Set up external meetings and events, parties, meals.
• Calendar management of two Executive Vice Presidents with MS Outlook Calendar tracking, rescheduling and reminders.
• Mindfulness of country time zones when scheduling meetings with Global leaders, clients or teams.
• Set up conference calls and videoconferences (domestic, international; from small to very large in scope)
• Strong communication skills and proactiveness in catching/addressing meeting conflict issues ahead of time and resolve the conflict effectively.
• Travel booking, coordination, approvals (domestic and international air, hotel, car) and visa support.
• Time & Expense and Invoice Reporting and Reconciliation
• Ordering employee and client gifts and coordinating with suppliers, invoices and budget approvals
• Liaison for Technical Support (resolving client office reservations, PC & phone issues, Intranet/Internet research)
• Gate Keeper and primary contact for the two Executive Vice Presidents supported.
• Some Project Management support for the two EVPs: minutes/notes from meetings and follow up, manage daily operations of the Executives, run and build cadence for leadership meetings and events, act as point of contact for the Executive Teams direct reports and follow up if and when goals are not met.

Qualifications:

• Minimum 5 Years of experience in a professional business support role
• Must have experience with Software Tools like and MS Office, MS Outlook and Calendar, Microsoft Teams
• Strong organizational skills required; including good time management skills and responsiveness.
• Excellent communication skills (both written and oral)
• Ability and comfort interacting with all levels of management, technology business leaders.
• Strong attention to detail and proactiveness
• Motivated Team player with a positive attitude who works well in a fast-paced environment.
• Successful track record of managing competing priorities effectively through a proactive approach.