Executive Administrative Assistant

Job Title: Operations Business Analyst/ GMA - EXECUTIVE ADMINISTRATIVE

Duration: 10 Months

Location: New York, NY 10019

Job description:

GMA - EXECUTIVE ADMINISTRATIVE

Responsibilities:

• Calendar Management – Diligent, pro-active management of complex agenda and
• setting of meetings across all time zones
• Schedule, track client 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.
• The staff member will make use of several application systems including:

o iValua/MyPortal– Supplies and IT Procurement.

o MyIAM – Approve Identity & Access Rights to various platforms on behalf of

Manager

o Concur – Travel scheduling, expense reporting, and review of Manager’s

direct reports expense submission for approval.

o Outlook

o Microsoft Office Suite

Administrative and Organizational Support

• Manage 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.

• Communication and Relationship Management

• Act as the first point of contact for internal and external stakeholders.

• Draft and edit emails, letters, and correspondence with strong written

communication skills.

• Coordinate information flow between departments to maintain clarity and

alignment.

Project and Workflow Coordination

• Oversee multiple projects simultaneously and track progress toward milestones.

• Assist with event planning and team initiatives.

• Improve workflow efficiency through organization and clear prioritization.

These responsibilities require exceptional organizational skills, time management, and

attention to detail—traits that transform a good assistant into a great one.

Hard Skills

• Proficiency 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.

Soft Skills

• 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.