Executive Assistant

Beacon Hill - Job Details
< Back to Search Results

Executive Assistant

New York, New York

|

Full Time Temporary/Contract

|

$ 40 - $ 40 per hour

New York, New York

Full Time Temporary/Contract

$ 40 - $ 40 per hour

June 05, 2024

|

Job ID: A1375880NY-Temp_1717613362

June 05, 2024

Job ID: A1375880NY-Temp_1717613362

Job Summary

To Apply for this Job Click Here

Boutique Private Equity firm focused in the media and communications space is seeking a highly skilled Temporary Executive Assistant to cover a maternity leave and provide high-level administrative support for four (4) members of the Deal Team, including the CIO, two Vice Presidents and a Senior Associate. This role requires exceptional organizational skills, discretion, and handling of various tasks with limited supervision. This position will start in early-mid June for approximately one month of training and will require 5 days on-site form 9am-6pm. Pay rate up to $40/hour.

The Executive Assistant plays a pivotal role in supporting the executive's effectiveness and the organization's overall success. This position requires a high degree of competence, adaptability, and the ability to work collaboratively with colleagues at all levels of the organization. The ideal candidate will be able to anticipate needs and take initiative, demonstrating proactivity and a forward-thinking mindset.

Key Responsibilities:

  • Calendar Management: Schedule and manage the executives' appointments, meetings,and events. Coordinate with other team members to ensure alignment of schedules. Proactively follow up on action items as needed.
  • Email and Communication: Screen, prioritize, and respond to emails promptly. Maintain clear and efficient communication channels.
  • Travel Arrangements: Plan and coordinate travel arrangements, including flights, private charters, accommodations, and itineraries. Ensure that all travel plans align with the executives' schedules and preferences.
  • Document Management: Organize and maintain documents, files, and records. Ensure easy access to important information and data.
  • Expense Management: Manage and reconcile expense reports, invoices, and reimbursements for the executives. Maintain accurate records of expenses on a weekly basis.
  • Confidentiality: Maintain the utmost discretion and privacy when dealing with sensitive information and matters.
  • Prioritization: Serve as a gatekeeper for the executives. Help the executives prioritize tasks and manage their time effectively. Identify and address urgent matters promptly.
  • Car Arrangements: Manage and coordinate the executives' private driver on a week-to-week rotation basis.
  • AD Hoc Projects: as requested, some examples may include personal projects, research projects, reservation requests, etc.
  • Lunch Setup: Plating and serving lunch daily to CIO and picking up lunch orders as requested by other team members.
  • Contacts: Maintaining executives' contacts to ensure information is accurate and up to date.
  • CRM Management: Updating Deal Cloud daily and tracking weekly calls with correct information.

Qualifications and Experience:

  • Bachelor's degree or equivalent experience preferred.
  • Proven experience as an executive assistant or in a similar administrative role.
  • Proficiency with MS Office (Word, Excel, Outlook, PowerPoint, other).
  • Must operate with a sense of urgency.
  • Strong sense of responsibility and capacity to complete tasks swiftly and accurately with minimal supervision.
  • Ability to anticipate needs and take initiative.
  • Excellent written and verbal communication skills.
  • Exceptional organizational and time-management abilities.
  • Strong attention to detail and problem-solving skills.
  • Ability to handle multiple tasks simultaneously and work under pressure.
  • Discretion and professionalism when dealing with sensitive information.
  • Adaptability and a willingness to learn and grow in the role.
  • Team-oriented attitude.
  • Strong interpersonal skills and the ability to work effectively with diverse personalities.
A1375880NY-Temp_1717613362

To Apply for this Job Click Here

Apply Now



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™