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Executive Assistant

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Our Fortune 1000 client is seeking a talented Executive Assistant to support 2 Vice Presidents!

General Responsibilities: Provide administrative support to executive officer(s). Make contacts of sensitive nature inside and outside of the company. Will be required to manage calendar(s); handle phone calls; coordinate travel; process expense reports, invoices and POs; assist S/VP with tracking spend and budget management; headcount tracking and organization chart upkeep; space management, office moves, may supervise other administrative staff; provide/create reports and presentations; special projects as requested and other administrative tasks as needed. Manages both simple and complex calendars. Arranges group or team meetings, may take minutes in meetings, and organize on and offsite group events and meetings. Responsible for planning, budget, and logistics simple and complex meetings. Research and create simple and sometimes complex presentations. Responsible for space management and office move coordination. Arrange simple and complex travel arrangements and process expense reports. Compile and maintain budget information, process invoices, create requisitions, and may manage department budget. Create simple and sometimes advanced correspondence, including complex and sensitive emails, letters, memos and reports, and may occasionally write key communication pieces for executives. May have high level of contacts of sensitive nature inside and/or outside the company.
Responsibilities will include: • Managing aspects of the departmental budget, and leveraging billing software to monitor and control vendor spend. • Managing complex executive calendars, domestic and international travel arrangements, and contract signature obligations, using a sound understanding of business needs. • Managing meetings, including arranging logistics, creating and maintaining agendas, preparing briefing material, and following up on action items and key deliverables. • Demonstrating the highest levels of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company. • Keeping important team documentation up to date, including organizational charts. • Supporting the onboarding of new team members, including maintaining team onboarding materials and liaising with the relevant departments to ensure adequate space planning and equipment. • Coordinating and budgeting for team morale events. • Purchasing of supplementary supplies, arranging for courier and mail deliveries, and other general administrative duties. • Managing file storage and retention, including in SharePoint and in offsite archives. • Acting as an administrator for the teams’ SharePoint site(s), including ensuring relevant policies are communicated to the team, the site is maintained, and training is delivered on functionality of the portal. • Producing reports as required from team data sources (Excel, Sharepoint, etc).

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