Executive Assistant

Are you an Executive Assistant who is looking to join one of the top companies within the Engineering, and architecture design Industry?

Are you looking to further your career and grow?

Do you have experience with media or marketing?

If you answered yes to those three questions, then apply today!

Acara Solutions is seeking highly qualified candidates to work Hybrid with our client in New York, NY. Interested?

Here's what you'd do:

• Provides administrative support to 3 of the Vice Presidents and back up to other senior executives
• Answers and screens incoming phone calls, schedules meetings and maintains extensive calendars, maintains executive phone coverage (when needed), handles the preparation and processing of expense reports
• Provides additional office support such as distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, and word processing
• Assists with updating or creating presentation materials
• Assists with ordering, shipping, receiving, and organizing supplies and materials to and from off-site events
• Processes and tracks invoices and payments
• Coordinates team conference calls, teleconferences, and web-based meetings
• Manages the planning, coordination, and execution of business travel (domestic and international), including trip logistics and itinerary, meeting coordination, as well as remote support
• Coordinates the planning of on-site and off-site events and meetings (Team huddles)
• Periodically provides general office management support to them, including the handling of building occupancy-related matters overseeing facility issues, and working with building management as needed
• Responsibility for executing tasks without direct supervision
• Provides support with ordering, fixing, and returning office and communications tech equipment
• Provides onboarding setup for new executives and offboarding for departing executives
• Participates in the administrative team, providing backup to other assistants and contributing to common administrative duties
• Contributes to the team's culture and upholds the standards of the organization ethically and fairly

Here's what you'll get:

Pay: $36.02 - $43.52 / hrs.

Hours: 40 hrs/Week

Length: CONTRACT (6 Months)

Sound like a good fit?

APPLY TODAY

About Acara Solutions

Acara is a premier provider of recruiting and workforce solutions-we help companies compete for talent. With a legacy of experience in a variety of industries around the world, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

• High School Diploma or GED
• Minimum of 5 years experience in supporting senior executives within large, corporate environments
• Minimum 5 years of media or marketing experience

• Master of calendaring experience
• Advanced computer skills and digital savvy with the ability to work in both MAC and Microsoft Office environments including Word, Excel, Outlook, PowerPoint, and Keynote
• Team player with a great attitude with the ability to interact with and build relationships across multiple levels of employees and clients within and outside the organization.
• Detail-oriented, with proven organizational and prioritization skills
• Ability to use office machines-copier, fax, print Fed Ex labels, Print fed ex labels, Reliable & resourceful, VERY IMPORTANT to know
• Ability to handle multiple concurrent tasks and constant interruptions within an environment with competing and changing priorities and an organization conducting business across multiple time zones
• Effective communication skills (written and verbal)
• Interpersonal skills, with the ability to anticipate needs, take initiative, meet deadlines, and be resourceful and flexible, while maintaining absolute professionalism and confidentiality
• Detail-oriented with organizational and multi-tasking skills
• Ability to quickly learn internal meeting systems (video conference, telepresence, Webex) and the resources of who to reach out to with questions, and setup.
• Excellent analytical skills
• Ability to exercise appropriate judgment and assume

Additional Information:

• Upon offer of employment, the individual will be subject to a background check and a drug screen.
• Willingness to work non-standard, flexible work hours and overtime as needed