Executive Assistant at Gravity Staffing, Inc. in New York, New York

Posted in Other about 15 hours ago.

Type: full-time





Job Description:

The NYC office (meatpacking district) of a private investment firm is looking for an Executive Assistant who is a NY Notary to join their team. This is a fully in-office position, and the hours are 8:30-6. It's working with a great team, at a great company for execellent pay and benefits!

RESPONSIBILITIES
  • Maintaining and managing calendars utilizing Microsoft Outlook;
  • Arranging all domestic and international travel for executives including flights, hotels, required travel visas, car rentals, and car services through the Amex travel desk;
  • Answering all phone calls and taking messages in a professional manner;
  • Coordinating internal and external meetings to include room reservation, equipment set-up, catering, and meeting material preparation (presentations, agendas and any other required documents);
  • Creating, maintaining, and editing documents, spreadsheets and presentations;
  • Processing expense reports in Concur ensuring compliance with the Travel & Expense Policy;
  • Distributing daily mail to appropriate team members;
  • Tracking team PTO and Sick days;
  • Assisting with notarization of documents;
  • Act as a back up to the Office Receptionist & Office Manager - tasks include supporting executives, sitting at reception, handling all reception and office management duties, etc;
  • Handling Ad-hoc assignments as requested.

QUALIFICATIONS
  • NY State Notary;
  • Minimum 8 years of senior level admin experience;
  • Bachelor's Degree
  • Strong organizational skills and attention to detail
  • Proficiency in Word, PowerPoint, and Excel
  • Experience with International Travel, particularly in the Middle East, Europe & Asia
  • Excellent research, writing, and communication skills
  • Impeccable time management, organizational and interpersonal skills;
  • Resourceful, well organized, highly dependable, efficient and detail oriented;
  • Hands-on problem solver;
  • Must be able to handle confidential information with the appropriate level of discretion;
  • Ability to work in a team environment;

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