Executive Assistant

Role Description

The ideal candidate will provide top-level assistance for the Founder/Managing Partner. They should be extremely organized with a high level of attention to detail. Must be comfortable scheduling meetings and responding to emails on the executive’s behalf. The ideal candidate should be able to effortlessly handle high calendar volume and maintenance and manage time wisely. This is an in person role in our office in Long Island (Syosset, NY).

Responsibilities

• Maintaining heavy calendar all businesses, charitable, personal, conference calls, golf outings, Board meetings while assuring preparation for each and every meeting.
• Confer with Partner and/or point person/Vice Presidents after each and every calendar event to verify follow up and next steps. Thereafter, ensure same are communicated to the appropriate parties internally and that respective follow up is tracked in CRM system.
• Business day prior to each calendar event, ensure that the necessary materials are correctly prepared in line with company protocols and arrange for same to be delivered/brought to the respective event.
• Coordinate all aspects of Partner travel plans, i.e. driver, directions, flight, hotel, shipping of appropriate materials, etc.
• Oversee details of golf events, lectures, conferences, board meetings, etc.
• Manage all Partner’s correspondence i.e. telephone, email, mail, invoices, etc. and delegate in accordance with company protocol.
• Collaborate with company Partners, Associates and Employees as necessary.
• Coordinate between Partner and live-in/spouse
• Ensure conference room is appropriately set up for meetings, serving lunch, beverages, etc. when required.
• Assist management team as requested.
• Perform special projects and assignments as requested.
• Event planning as required.

Qualifications

• Bachelor’s degree or equivalent experience
• Excellent computer skills & proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills

Required Skills

• Excellent organizational, anticipatory and multi-tasking skills.
• Ability to perform under pressure.
• Open minded with ability to reprioritize as required.
• Excellent communicator who can articulate situations/scenarios briefly and to the point
• Driven to learn and grow.
• Strong work ethic.
• Excellent interpersonal skills.
• Ability to be proactive, take personal initiative, problem solve and use common sense.
• Ability to accept constructive criticism, acknowledge when incorrect and implement protocols to combat said error in the future vs. making excuses.
• Exceptional telephone demeanor.
• Ability to maintain a high level of discretion and confidentiality.
• Ability to understand instructions.
• Ability to meet strict deadlines which requires a good sense of urgency and resourcefulness.
• Analytical and problem-solving skills.
• Attention to detail and high level of accuracy.