Executive Assistant

Responsibilities:

Executive

• Provide daily assistance for 2 Founding Partners including:
• Daily scheduling & management of SHoP Calendars
• Booking/coordinating complex travel itineraries – long distance & local
• Coordinate external/client meetings, shipping, etc. with Admin Staff and Project Teams
• Assist in maintenance of company cars
• Screening phone calls and voicemail
• Completing weekly time sheets
• Completing monthly expense and expense reconciliation as necessary
• Manage professional licenses, memberships & CEU
• Point of contact for coordinating lectures, media interviews and panel discussions
• Ad hoc administrative tasks such as: ordering lunch, printing/binding, mail (USPS, FedEx, UPS), ordering office supplies, providing additional support to Admin Team

Personal

• Maintaining personal records, passports, driver’s licenses & Global Entry
• Occasionally running errands in the city (i.e., dry-cleaning, watch repair, prescription pick-up, etc.)
• Coordinating personal appointments
• Managing personal vehicles and registrations
• Assisting with property management on occasion
• Point of contact for coordinating shipping overseas
• Occasionally assisting with family schedules and appointments
• Coordinating family trips

Requirements:

• High level proficiency in Microsoft Outlook
• Proficient with the Microsoft Office Suite
• Proficient with Google G-Suite
• Preferred experience with the Adobe Creative Suite, Zoom and Microsoft Teams
• Experience providing both high-level (C-Suite) executive and personal assistance
• Exceptional organizational and follow-up skills
• Ability to be in-person 5 days a week (9am-6pm)
• Experience booking complex international travel, including visa applications, travel guidance's/restrictions, passport updates
• Valid NYS Driver’s License (preferred, but not required)

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person