Preston Harris Group Hiring for Executive Assistant to CEO Job at New York, NY Full Time

The Executive Assistant is responsible for providing high level administrative and executive support to ensure the CEO efficiently accomplishes key tasks and initiatives. Keep communications organized for easy access to important data, clients and internal team information and make sure that the CEO can focus on the bigger picture by being able to execute multiple detailed projects with deadlines all at the same time and work well under pressure. Must be willing to stay later at times and be on call evenings and weekends.

Primary Objectives:

Develop the vision and strategy to be the best EA to the CEO to support the operations and company growth. Perform a wide range of administrative and office support activities and aide the CEO in facilitating the efficient operation of the Organization

Must be effective in planning, prioritizing and executing tasks in a timely manner. Building and maintaining strong relationships both internally and externally. Must be comfortable taking the initiative when faced with administrative decisions and must be knowledgeable in Excel and all Microsoft software, as well our custom programs. Must be able to strive under pressure and meet deadlines and work on multiple projects at the same time.

Major Responsibilities:

• Manage sensitive matters with high level of confidentially and discretion. Read and analyze incoming emails, memos, and documents, and act accordingly.
• Coordinate executive communications.
• This includes answering calls, responding to email and interfacing with clients.
• Prepare internal and external documents.
• This includes preparing operational and financial spreadsheets, as well as presentations. At times, the Executive Assistant may be required to prepare documents for other team members or for industry partners.
• Act as a liaison between the CEO and the internal team.
• Act as a liaison and communicate with clients on the CEO’s behalf in written and verbal form.
• Manage the CEO’s professional calendar, coordinating appointments and ensuring everything runs in a smooth and timely manner.
• Coordinate logistics for internal and external meetings.
• At some times go to client meetings with the CEO take notes and ensure that everything discussed is followed through correctly, efficiently, and in a timely manner.
• Understand and keep up to date with the company’s organizational structure, goals, policies, and procedures.
• Provide general administrative support proactively and with self direction
• Time management and ability to meet deadlines
• Strong organizational skills and ability to multitask, ensure tasks and projects are completed within deadline
• Problem-solving and decision making
• Build strong relationship with key stakeholders throughout the company to help drive operational efficiencies.
• Collaborate with operational staff in planning special events, overseeing office supply management, covering reception, maintaining pantry supplies
• Provide guidance and support on any ad hoc projects, eg. FF&E, OS&E coordination for expansion
• Manage the travel budget and book all executive air travel, land transport, and accommodations, as well as communicating those arrangements with a high level of detail and follow through
• Working with Finance professional to coordinate expense related issues, including receipts, and related materials for the team.
• Must be willing to stay back late at times when CEO has late calls or meetings

Excellent benefit package