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Executive Assistant
Posted By: Kristine Stubits
Reference ID:
Industry: Other
Job Type: Full Time
Location: New York, NY US
Salary Offered: Year: $80,000+
Experience Req: 9+

Downtown Insurance firm is looking for an Executive Assistant.

Responsibilities include:

•Oversee the daily schedule, operation and interactions of the Executive Office and liaise with senior management, staff, and board of directors
•Handle confidential information in a professional and discreet manner;
•Maintain the business calendar for Executives and coordinate domestic and international travel logistics (ground transportation, air transportation, hotels, etc.)
•Prepare correspondence, prepare and organize files, assemble relevant data, establish and maintain official documents/records, compile statistics or information as needed
•Plan, schedule and coordinate meetings, conferences
•Provide briefing materials, agenda, minutes, attendee lists and logistical support for meetings and conferences
•Organizational communication list management and distribution of Company related correspondence and notifications
•Proven PC skills, highly proficient in Adobe Acrobat as well as all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
•Maintain financial, and expense report records
•Provide confidential support services in the form of development of internal reports, minute taking, preparing correspondence, memo generation, taking dictation, research, managing e-mail, and other similar tasks of a highly confidential nature
•Pre-screen and answers telephone calls, mail and inquiries on own initiative and determine within established guidelines if executable action is required;
•Conveys decisions and agreements made by Chairman & President
•Coordinate and arrange the BOD meetings; prepare agendas; make necessary reservations; transcribe minutes of all meetings
•Consolidate and organize various business reports for Board , Director and Shareholder meetings
•Respond to requests from BODs for business-related information or materials pertinent to the organization
•Order materials for BOD/Annual meetings
•Liaise with personnel at company offices worldwide as well as Board of Directors on behalf of Chairman and President
•Work with events/marketing manager to coordinate all aspects of events, meetings etc.
•Occasionally, traveling with the executives to provide general assistance during meetings

Strong MS Word, Excel, PowerPoint, Outlook
Bachelors degree preferred but not required
Minimum 10 to 15 years experience working for a C level Executive.
Job Record Number: 21
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