Floater Assistant

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Floater Assistant

New York, New York

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Full Time Temporary/Contract

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$ 40 - $ 40 per hour

New York, New York

Full Time Temporary/Contract

$ 40 - $ 40 per hour

July 10, 2024

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Job ID: A1365536NY-Temp_1720635846

July 10, 2024

Job ID: A1365536NY-Temp_1720635846

Job Summary

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Top global private equity firm is seeking a Temporary Floater Assistant to provide administrative support to Executives when their Admin is out of the office, and provide Admins leverage and support with overflow work. This role provides the opportunity to engage and work with multiple executives at different levels. Hours are 9am-6pm with flexibility for overtime as needed. Hourly rate is up to $40/hr.

Responsibilities:

  • Calendar management - daily management of scheduling & rescheduling appointments, communicating to attendees, exercising a flexible approach to changing schedules, ensuring appointments are met
  • Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
  • Screen incoming calls and greet guests in a professional and courteous manner
  • Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
  • Schedule and organize conferences and off-sites including all related logistics
  • Prepare agendas, memos and notices
  • Compose letters, memos and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes
  • Allocate and process expenses for executives, including American Express and Out of Pocket expenses using SAP Concur system
  • Use US Mail, FedEx, and other services to send and track priority mail. Work with mailroom staff to send packages
  • Provide phone coverage and back up assistance
  • Perform other ad hoc tasks as assigned and required

Qualifications:

  • Bachelor's Degree and 5+ years of administrative assistance experience or training, or equivalent combination of education and experience
  • Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
  • Ability to switch gears easily and demonstrate flexibility in different coverage assignments
  • Strong initiative and ownership of responsibilities - Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
  • Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy
  • Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required
  • Experience supporting a group of executives in a corporate environment highly preferred
  • Team-oriented and collaborative attitude is a must
  • Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
  • Working knowledge of office administrative procedures and operating standard office equipment
  • Experience in finance industry is a plus but not required
A1365536NY-Temp_1720635846

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About Beacon Hill

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

We look forward to working with you.

Beacon Hill. Employing the Future™