Job Description

AA Well-Known American Holding Company located in Downtown Manhattan is seeking a new Full-Time/Permanent Executive Assistant to provide 1:1 support to the President and CEO (Chairman of the Board). Candidates must have a minimum of 5-10+ years of applicable C-level executive administrative support experience, ideally working for a publicly traded company, and a Bachelor’s degree is required. They must also have experience scheduling and coordinating Board meetings, acting as the main point of contact. Ideal candidates should be extremely polished and professional, possess strong administrative, organizational, and written and verbal communication skills, and be able to exercise excellent judgment in a variety of situations, display the utmost discretion, and consistently maintain balance with multiple changing priorities. This role will also require some availability outside of typical business hours so this person should be incredibly flexible. This is a great Executive and fantastic company to work for that fosters collaboration and teamwork – little to no turnover!

• Salary depends on experience (120-150k) plus 20% discretionary bonus target, excellent benefits to choose from day one (not fully paid for by the company), 401k 4% company match day one, unlimited PTO (use and don’t abuse), etc.
• Hours are 8:00/8:30am to 5:00/5:30pm, with flexibility (24/7 type mentality). 5 days in office, with some flexibility.

Responsibilities:

• Provide high-level executive administrative support to the President and CEO (Chairman of the Board).
• Act as a relationship manager and first point of contact, playing a significant role in representing the President and CEO and communicating on behalf of the President and CEO’s initiatives directly with employees, Board of Directors, shareholders, financial institutions, and government officials.
• Liaise with senior management teams and provide administrative support to the Board of Directors, organizing and coordinating executive outreach and external relations efforts and overseeing projects.
• Complete a broad variety of administrative tasks for the President and CEO, including managing hectic calendar, completing expense reports and timesheets in a timely fashion, composing and preparing confidential correspondence, arranging detailed travel plans, itineraries, and agendas, and compiling documents for meetings.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President and CEO, including those of a sensitive or confidential nature. Determine and propose appropriate course of action and response.
• Board relations: Assist in handling Board materials, coordinating logistics for Board dinners, off-sites, travel, and last-minute needs. Assist Chairman of the Board in maintaining Board calendar and responses to evolving Board needs and requests.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting and editing letters, preparing confidential reports, correspondence, business plans, and other materials, etc.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Work closely with the Executive Assistant to the CFO and other senior managers on board meetings, logistics, and communications.
• Anticipate business needs, think critically, and offer solutions, both on a routine and a per-case basis.
• Handle highly confidential and non-routine information.
• Book conference rooms, handle food and equipment requests for department meetings and off-site meetings and events, etc.
• Create and edit documents, such as memos and letters, spreadsheets, and presentations, and distribute materials as required.
• Process all check requests and expense reports for the department for payment in a timely and accurate manner.
• Coordinate division of workload with the other Executive Assistants.
• Maintain and organize files and Executive Office records.
• Manage incoming and outgoing mail and telephone calls.

Required Qualifications:

• Minimum 5-10+ years of C-level executive administrative support experience, ideally working for a publicly traded company.
• Bachelor’s degree required.
• Polished and professional; front-facing role.
• Flexible; available for early and late emails and on weekends when the Executive is traveling.
• Accustomed to working in a fast-paced, ever-changing setting.
• Experience managing multiple assignments/projects and conflicting priorities with the pressure of short and demanding deadlines; proactive.
• Proven ability to handle confidential information with discretion.
• Ability to work well with others; must be a good team player.
• Intermediate to advanced PC Skills in Word, Excel, PowerPoint, and Outlook.
• Strong interpersonal skills and professional demeanor.
• Must possess effective written and verbal communication skills.
• Ability to handle communication with all levels within and outside of the organization.
• Strong problem-solving and organizational skills and attention to detail.
• Detail-oriented with strong organizational skills (ability to multi-task) and ability to prioritize.

If you meet the required qualifications and are interested in this role, please apply today.

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