Executive Administrative Assistant

Job TitlePay Rate: $50 per hour Location: New York, NYResponsibilitiesCalendar Management – Diligent, pro-active management of complex agenda and setting of meetings across all time zones.Schedule, track company meetings and support, including Board and Regulatory meetings.Domestic and International Travel arrangements, expense claims, expedited travel services.Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls.Preparation and coordination of departmental meetings, events, and Town Halls.Creating, editing and preparing emails, organization charts and presentations.Managing logistics/schedules for visitors and supporting senior executives during their visits.Management of incoming and outgoing communications.Maintain and create e-mail distribution lists in Outlook.Completion of any reasonable projects or tasks, as requested by management.Utilize several application systems including iValua/MyPortal– Supplies and IT Procurement, MyIAM – Approve Identity & Access Rights, Concur – Travel scheduling, expense reporting, and review of Manager's direct reports expense submission for approval.Use of Microsoft Office Suite.RequirementsManage scheduling and calendar management for executives.Arrange travel arrangements, accommodations, and itineraries.Prepare documents and presentations for board or client meetings.Maintain records and ensure confidential files are organized.Handle expense reports and budget tracking.Preferred SkillsProficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).Experience with project management and expense reporting software.Competence in calendar management, travel arrangements, and administrative support systems.Strong written and verbal communication.Adaptability under pressure and problem-solving mindset.Collaboration with senior executives, team members, and clients.High degree of organizational skills and time management.