Executive Assistant to Managing Director

Experience required: 10 Years

Education level: Bachelor’s degree

Job function: Non IT Consultant

Industry: Financial Services

Pay rate : $55 per hour

Total position: 1

Relocation assistance: No

Please submit candidates who have worked with big organizations, preferably banking or big financial institutions. Candidates must have excellent strong references since Client will also conduct their references prior to selecting for hire.

Candidates hired for this role will be required to start onsite from Day 1 following hybrid work option, 2 to 3 days in office. Please submit only local candidates from Jersey City.

Due to a recent increase in misrepresentation during the interview process, the client has implemented a new policy that requires a candidate’s headshot on the front page of the resume to be considered.

This is a contract to hire role!

Position Summary:
This position will be responsible for the general administrative and clerical support to senior leadership as well as coordination and performance of multiple tasks within the department. A high degree of discretion and professionalism are expected, as well as strong organizational skills, creativity, and the ability to anticipate and address needs of the team. The successful candidate will be detail oriented and self-motivated to bring improvements to the department as they are identified. Finally, this person will work with and coordinate a wide range of people and job levels, both internally and externally, and should have strong communication and influence skills.

Principal Responsibilities:

• Coordinate business travel arrangements, including the timely preparation and submission of expense statements.
• Provide administrative support to a senior leader and their direct reports including, but not limited to extensive calendar management, global and domestic travel arrangements, and ensuring that the leader is prepared for meetings by providing applicable documents in advance of the meetings to allow for sufficient review.
• Interface with business and function teams, providing support to the team as needed.
• Perform general office tasks, including mail distribution, time keeping and ordering supplies for the department, ensuring that this activity remains within budget.
• Handle a wide array of diverse projects.

Knowledge/Skills Required:

• 10 or more years’ administrative and secretarial experience with 5 years supporting senior executives.
• Work well under pressure in a fast-paced environment and maintain the strict confidentiality of all interactions and communications.
• Demonstrate excellent PC skills with proficiency in the use of Microsoft Office (e.g., Word, PowerPoint, Excel, MS Project Manager, Access) and e-mail/calendar software.
• Exhibit superior phone manner, proofreading and organizational skills.
• Evidence excellent verbal and written communication skills
• Evidence excellent planning skills and attention to detail
• Demonstrate ability to interact with executive-level domestic and international industry contacts.
• Handle multiple tasks making appropriate judgments on priorities.
• Able to learn and apply new information, skills and procedures.