Executive Assistant

We are offering a long term contract employment opportunity for an Executive Assistant in the residential and commercial real estate and yachting industry, based in New York. This role involves providing critical support to the President and CEO by efficiently managing high-level administrative tasks and maintaining professionalism in every interaction.

• Serve as the primary support for the President and CEO by managing daily operations and facilitating effective communication within and outside the organization.
• Manage the CEO’s calendar, schedule high-priority meetings, ensure optimized time management, and reschedule as necessary to meet the demands of a fast-paced environment.
• Draft, edit, and proofread executive-level documents, presentations, and correspondence for internal and external distribution.
• Implement systems for tracking and managing critical tasks, documents, and communications to ensure smooth workflow.
• Respond to requests on behalf of the President and CEO, ensuring appropriate follow-up and that important messages reach the CEO promptly.
• Prepare agendas, assist with preparation of presentations, and support materials for executive meetings.
• Attend meetings, take notes, and track action items when requested, following up with stakeholders to confirm completion and provide updates to the CEO on project progress.
• Support strategic initiatives by coordinating projects and tasks assigned by the CEO, specifically tracking timelines, deadlines, and deliverables.
• Coordinate all travel arrangements for the CEO, including booking flights, hotels, and transportation, and preparing detailed itineraries.
• Assist in planning and organizing company events, meetings, and special occasions involving the CEO, ensuring all logistics are handled efficiently.
• Monitor expenses and prepare expense reports for reimbursement in a timely and accurate manner.
• Handle all information with the highest level of discretion, always maintaining confidentiality and professionalism.
• Represent the CEO’s office with integrity and professionalism, maintaining adherence to organizational values in all communications with stakeholders. • Minimum of 5 years experience in an Executive Assistant role or similar
• Proficiency in ADP - Financial Services
• Familiarity with Cisco Webex Meetings for coordinating virtual meetings
• Experience with Concur for expense management
• Proven ability to manage CRM systems effectively
• Knowledge of Kronos Timekeeping System for time tracking
• Experience with About Time for project management
• Strong calendar management skills
• Excellent communication skills for inter-departmental collaboration
• Experience in managing conference calls
• Ability to handle correspondence professionally and efficiently
• Proficiency in Google Suite for document creation, management and collaboration