Financial Executive Assistant

Financial Executive Assistant
Location: NYC
Duration: 12 months
Rate: $25.00 – $30.00/hr.

RESPONSIBILITIES:

Heavy calendar management for high-level executives. Schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues

Telephone coverage, answer phones, take accurate messages, know executives whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed, for bankers and colleagues

Coordinate all related conference rooms including any catering, audio/video conference set up

Coordinate closing dinners, client outings

Arrange all aspects of travel, keeping executives travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, rental car and sedan service, currency exchange using agency and online services

Prepare all itineraries

Prepare and submit all expense reports on a timely basis

Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind

Maintain filing system, correspondence, documents and personal files for Executives

Navigate Firm s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services

Collect and distribute Managers mail; arrange messenger and overnight package services

Provide backup support for colleagues during vacation/sick days, and assist their Executives as needed with phone coverage and other office needs

Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work areas, etc.

Required Skills and Personal Attributes:

Excellent communication, writing, judgment, and problem-solving skills

Strong attention to detail as well as solid organization/time management skills

Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues

Able to work in a fast-paced environment and handle multiple tasks concurrently

Flexible with coverage & changes

Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts

Other applications helpful include Excel, PowerPoint, internet

Solid typing skills (60 wpm)

Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements