Executive Assistant IV

Executive Assistant IV
Location: Onsite at New York, NY
Duration: 6-months with possible extension/conversion
Pay Rate: $45/hr on W2
Benefits: Medical, dental, vision; paid vacation & sick leave

Our client is seeking an experienced Executive Assistant to support a VP and a Director. The person in this role will need to be a masterful problem-solver and an organizational force given complex & heavy calendaring. This role requires the ability to anticipate issues before they arise, to proactively recommend creative solutions to problems, and to be flexible and adaptable to changing business needs. Additionally, the ideal candidate will have sound judgment, exceptional communication skills, and will be resourceful in building relationships across the larger ecosystem.

 Key Responsibilities:

• Coordinate internal and external meetings
• Manage complex calendar set-up and movement
• Prepare expense reports and purchase requisitions
• Collaborate and communicate closely with others in the executive's office on developing, managing and maintaining operational processes and information flow
• Coordinate both domestic and international travel arrangements
• Organize strategic events and team all-hands meetings
• Build cross-functional relationships between departments
• Partner closely with team leaders and lead admins
• Communicate key organization and company updates to admins and cross-functional partners

Required Qualifications:

• 6+ years of relevant experience providing administrative support to 1 or more executives
• 6+ years of relevant experience coordinating travel logistics on behalf of 1 or more executives
• 6+ years of relevant calendar management and expense report management experience for 1 or more executives
• Experience prioritizing multiple projects
• Experience with Microsoft Office and Google Suite
• Prior or current experience supporting VPs at large scale tech company

• Prior or current experience supporting an executive's office with a team of other administrative partners and/or operations personnel
• Consistent track record of ensuring confidentiality and discretion in all partnerships
• Demonstrates attention to detail, responsible, proactive, drives tasks to completion
• Experience of consistently working under your own initiative, seeking feedback and input where appropriate while managing projects, multi-tasking, and changing direction quickly if needed
• Experience building and maintaining trust with leadership and partners
• Experience collaborating and partnering closely with other administrative professionals and key cross functional partners
• Experience building, managing and influencing cross-functional business stakeholder relationships
• Experience managing logistics across multiple teams
• Experience driving strategic projects
• BA/BS Degree

Must-Have Skills:

• Judgement in knowing what to escalate, what to handle, what to deprioritize
• Calendar mastery in Google Calendar, time-zone fluency, meeting strategy
• Discretion in bulletproof handling of confidential info
• Written communication, clear, concise, professional under pressure
• Stakeholder management, comfortable with senior execs, partners, and admins alike
• Composure under pressure, last-minute changes, conflicting demand
• Proactivity in anticipating needs before they're asked
• Tooling fluency in GChat, Gmail, Google Suite, Zoom, internal tools

Nice-to-Have Qualifications:

• Prior big tech experience
• Project management instincts
• can hold a workstream end-to-end
• Comfort with data/reporting tools
• Experience supporting partnerships, BD, or sales orgs
• Multi-EA coordination
• Event planning experience

Pursuant to the California Fair Chance Act, Los Angeles County Fair Chance Ordinance for Employers, Los Angeles Fair Chance Initiative for Hiring Ordinance, and San Francisco Fair Chance Ordinance, qualified applicants will be considered for assignment with arrest and conviction records. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness, meet client expectations, standards, and accompanying requirements, and safeguard business operations and company reputation.
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