Executive Assistant

Job Title:- Executive Administrative Assistant

Location:- New York Ny 10019 Onsite

Job Description

• Calendar Management – Diligent, pro-active management of complex agenda and setting of meetings across all time zones
• Schedule, track client meetings and support, including Board and Regulatory meetings
• Domestic and International Travel arrangements, expense claims, expedited travel services
• Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls
• Preparation and coordination of departmental meetings, events, and Town Halls.
• Creating, editing and preparing emails, organization charts and presentations.
• Managing logistics/schedules for visitors and supporting senior executives during their visits.
• Management of incoming and outgoing communications
• Maintain and create e-mail distribution lists in Outlook
• Completion of any reasonable projects or tasks, as requested by management.
• The staff member will make use of several application systems including:
• iValua/MyPortal– Supplies and IT Procurement.
• MyIAM – Approve Identity & Access Rights to various platforms on behalf of Manager
• Concur – Travel scheduling, expense reporting, and review of Manager’s direct reports expense submission for approval.

Classification : Internal

Administrative and Organizational Support

• Manage scheduling and calendar management for executives.
• Arrange travel arrangements, accommodations, and itineraries.
• Prepare documents and presentations for board or client meetings.
• Maintain records and ensure confidential files are organized.
• Handle expense reports and budget tracking.

Communication and Relationship Management

• Act as the first point of contact for internal and external stakeholders.
• Draft and edit emails, letters, and correspondence with strong written communication skills.
• Coordinate information flow between departments to maintain clarity and alignment.

Project and Workflow Coordination

• Oversee multiple projects simultaneously and track progress toward milestones.
• Assist with event planning and team initiatives.
• Improve workflow efficiency through organization and clear prioritization.
• These responsibilities require exceptional organizational skills, time management, and
• attention to detail—traits that transform a good assistant into a great one.

Hard Skills

• Proficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).
• Experience with project management and expense reporting software.
• Competence in calendar management, travel arrangements, and administrative support systems.