Executive Assistant

Executive Assistant

Our client is a NYC based "mid sized" Private Equity Firm, primarily focused on owning world class, well known luxury, retail and fashion brands on a global scale.

Executive Assistant to provide support the firms COO. This is a full time, permanent position based out of the firm's Midtown Manhattan office with great benefits, 401K match, company stock, bonus, PTO and more.

Looking for a self-starter who possesses a “can-do” attitude, is able to learn quickly and multi-task well.

Key Responsibilities:

• Coordinates the calendar of the COO of the firm, including communication related to time and appointments according to priority level.
• Responsible for downloading and processing meeting takeaways and follow up actions with appropriate individuals.
• Drafts, formats and proof documents, spreadsheets, presentations, etc. as needed.
• Provide administrative support to the COO, which includes the coordination of internal and external meetings, calendar support, conference calls, and handling written correspondence
• Answer telephone calls, meet with visitors to identify needs and solve problems when possible
• Collaborate with other administrative staff to coordinate / prepare for meetings which include, but are not limited to, creating meeting agendas, reserving conference rooms, physically setting up rooms and video conferencing and/or presentation equipment, taking meeting minutes and escorting guests
• Submit travel related requests, create travel itineraries and agendas, prepare briefing materials and reconcile travel expense reports
• Compile data, prepare reports, and assist with budgetary items, such as invoicing, pay orders, tracking expenditures and organizing vendor documents

Knowledge, Skills and Experience:

• 3-7+ years of experience in support of an executive and / or key stakeholders
• Demonstrate superior customer service w/ internal as well as external customers.
• Must be able to respond to all inquiries in a timely, tactful, and professional manner.
• Ability to manage multiple tasks and ensure completion of all components.
• Collaborative - approaches problems in a complete way with resourcefulness.
• Strong, clear and concise verbal and written communication skills across all mediums and across all levels of the organization.
• Ability to find the right balance of being collaborative and approachable while still being able to facilitate progress
• Able to handle multiple, simultaneous, and complex tasks / projects effectively and efficiently with the ability to organize resources and establish priorities
• Strong attention to detail and ability to anticipate / prepare accordingly and adapt to quickly changing priorities