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Executive Administrative Assistant

  • Location: New York, NY
  • Job Type: Direct Placement
  • Ref No: 19-06631
  • Date: November 08, 2019
  • Job title:
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Job Description - Executive Administrative Assistant

Our client, one of the world’s leading commercial real estate advisory firms, who provide a fully integrated platform of services to prominent multinational corporations and institutional investors across the globe, as well as to occupiers, owners and developers of real estate on a local, regional and national level.

Job Description:

Under minimal supervision, performs advanced administrative duties for C-level executives including broad experience, meeting minutes, skill and knowledge of organization policies and practices for a specific department or individual. 

Essential Job Duties:

  • Prepares comprehensive and complex proposals, reports, correspondence, charts, tables, graphics and other documents using various software packages.
  • Researches and creates complex data and information for inclusion in reports, information packages and/or presentation materials.
  • May advise individuals inside and outside the organization on the executive views on major policies or current issues facing the organization.
  • Production and distribution of monthly reports for internal and external clients, based on area of business.
  • Maintains calendar of appointments for assigned staff or department.
  • May directly assist in budget preparation and control activities.
  • May serves as the administrative liaison with internal and external clients on administrative matters relating to purchasing, facilities, operations, etc.
  • Interfaces with company personnel and outside parties to coordinate meetings, conference calls and appointments.  Researches and identifies site and amenities for event partnering with vendors and in-house associates. 
  • Coordinates travel arrangements including air reservations, cost comparisons, scheduling options, hotel reservations, and car rental reservations.  Develops travel itinerary to correspond with schedules.  Verify the travel costs allocations, address discrepancies.  Assists in the completion and processing of expense forms for assigned staff.
  • Answers telephones providing callers with specific information, transcribing messages, and when necessary directing callers to appropriate staff or voice mail.
  • Develop and maintain departmental filing & tracking systems. Includes establishing files for all written/email correspondence, project work, and reports.  Coordinates off-site storage for old files.
  • Ensure assigned office equipment is adequately maintained and secure.  Contact and coordinate with vendors to service or repair equipment.  May review vendor contracts with regard to service and research new vendor offerings.
  • Provides additional support through copying, faxing, and mailing as requested by assigned staff.
  • Monitor and order general office supplies as needed.  Processes invoices for supply orders.
  • Handle other duties as specifically designated by department.
  • Maintain good working relationship with clients and employees, providing assistance or directing them to the appropriate department to resolve questions or issues.
  • May perform other duties as assigned

Skills, Education and Experience:

  • High School diploma or General Education Degree (GED) required
  • Minimum 8+ years related work experience
  • Ability to be creative and flexible in order to meet deadlines while working with changing priorities
  • Skilled in Microsoft Word, PowerPoint, Excel, and Outlook software
  • Excellent organizational abilities
  • Strong proofreading and editing skills
  • Excellent business vocabulary, grammar, and effective communication skills
  • Ability to maintain discretion regarding personnel and industry-related matter
  • Excellent interpersonal skills
  • Must be detail oriented to ensure accurate deliverables

Benefits and Perks:

  • Industry leading Parental Leave Policy (up to 16 weeks)
  • Generous healthcare
  • Bright Horizons back-up care program
  • Generous paid time off
  • Education reimbursement
  • Referral Program
  • Opportunities to network and connect

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