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Administrative Assistant

  • Job Number 528328
  • Type Permanent
  • Location New York, NY
  • Pay DOE
  • Referral Bonus $250

Administrative Assistant

Job Description:

Administrative Assistant to Executive Assistant to CEO

Responsibilities

  • Back up to EA
  • Answer and direct phone calls
  • Organize and schedule appointments; send out calendar invitations
  • Confirm appointments
  • Write and distribute email, correspondence memos, letters, faxes, and forms
  • Assist in preparing the CEO for meetings (posting prior meeting notes and materials to Outlook calendar)
  • Maintain a filing system
  • Update and maintain CRM Database (including adding or making sure Meeting Notes, Correspondence is added)
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Book travel arrangements
  • Provide support to CEO when Executive Assistant is out of the office
  • Provide general support to visitors
  • Liaise with other departments to ensure CEO has all materials he needs for meetings, travel, etc.
  • Take meeting notes as and when needed
  • Assist the EA with task tracking on behalf of the CEO
  • Responsible for assisting the CEO when the EA is on vacation or out of the office

Requirements
  • Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant (at least 3 years)
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Outlook, MS Excel and, MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • College or High School degree; additional qualification as an Administrative Assistant or Secretary will be a plus