Administrative Assistant

Location: New York City, NY, United States
Date Posted: 08-08-2018
We are seeking an accomplished administrative professional who wants to make an impact in the business world. Are you an experienced executive assistant ready for your next challenge? Are you a lifelong learner with intellectual curiosity who isn’t afraid to tackle new topics? Do you have a knack for working with people, calendars and enjoying putting the puzzle pieces together to make things “fit”? If you answered yes to the above, we want to meet you!

The successful candidate will support a team of 3-4 senior executives and assist with day-to-day scheduling of approximately 15 meetings per day.  You will be tasked with supporting these meetings which can include travel, meeting room, and food and beverage requirements.  Lastly, you will be part of an administrative team and will help with general operations which can include tasks around our conferences/events, office management, and account management support of clients.

Role and Responsibilities:

Calendar Management (70%)
  • Support the executive scheduling of about 3-5 meetings per day per executive (for 3-4 executives).
  • As is often the case, meetings may get rescheduled – may require to coordinate multiple calendars and people and time zones.
  • You are a “whiz” with these types of things. You have a healthy respect for time and love the idea of putting the puzzle pieces together to make things click.
  • You will be the hub/brain/heart of our central nervous system, and the gatekeeper for protecting and managing our executive calendars.
  • Timely! You will need to promptly respond and follow up on outstanding meeting requests. Note this is not a work-around-the-clock role.
  • Notify appropriate individuals, confirm meetings and verify details.
  • In some cases, participate in the meetings and then generate/distribute meeting notes.
  • Handle visitor/guest arrangements including supporting any meal/food/beverage requests and occasional travel arrangements and support.
Travel and Expenses (10%)
  • Coordinating and making sure expenses are processed
  • Booking travel arrangements
 Team and Office Support (20%)
  • Serve as back up to other assistants; along with analysts/associates as necessary.
  • Support our two amazing receptionists by answering phones and other tasks (ordering supplies, office maintenance, team events, etc.)
  • Provide general assistance during our conference and events which can include preparing attendee lists, marketing materials, assisting with registration, etc.
  • Book meeting rooms and catering. For meetings in our office, potentially greet guests (take coats/assist with any food or beverages).

The ideal candidate has:
  • 3-5+ years direct or related experience as an executive assistant, or similar entry-level office experience working in a professional services environment.
  • Excellent communication skills with the ability to organize and manage multiple priorities. The ability to pick up on nuances of client interaction and communications. 
  • Comfort in a dynamic environment, dealing calmly and effectively with situations under deadlines.
  • Ability to listen and “connect the dots” from one area of the business to another. 
  • Individual must be willing to “roll up their sleeves” and get into the details. 
  • Strong interpersonal skills with ability to develop and manage executive and individual level relationships.
  • Strong project management skills. Highly organized, demonstrated attention to detail and problem-solving. Strong time management and ability to multi-task. 
  • Strong attention to detail, creativity, with a “get things done” proactive attitude.
  • Must be a team player who is flexible, with willingness to pitch in on all tasks.
If you are that one special candidate, you will quickly become a key player on a talented, fun-loving team at a high-energy company. You’ll work with great people, and if you’re like the majority of them, this will be the best place you’ve ever worked, and you’ll stay for a long time.
 
In exchange for your skills and talents, we offer a competitive compensation package and the unique opportunity to work with some of the world’s leading businesses.
 
This position is located in the highly desirable Flatiron District on Park Avenue South in midtown Manhattan. 

To apply:
 
We actually have two open positions:
1) the first is for a career assistant who may possess more experience than the above description and
2) the second is an entry-level assistant opportunity with upward mobility to analyst/associate within one to two years.  
 
Please demonstrate your attention to detail by answering in the cover letter of your application which of these 2 positions fits you best, along with a “three word” answer regarding the personality traits that best describe why you are the perfect fit for this role.

Since we take the time to read your application, kindly take the time to demonstrate your interest in the position by adhering to this request.
 
We thank all candidates for their interest, but only those selected for a possible interview will be contacted.



 
Ana Rowling
Recruiter Manager
GHG
2151 Linglestown Road, Suite 180 ‚óŹ Harrisburg, PA 17110
Email: ana@globalhealthcaregroup.com
Inquiries about this position must be sent by email.
GHG is an Equal Opportunity Employer
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