Job Title: Executive Assistant

Location: New York, NY

Duration: 6+ months

The Senior Executive Assistant enables the Head of Investor and Rating Agency Relations to optimize their day and operating rhythm by providing comprehensive administrative support including complex calendar management, meeting coordination, e-mail monitoring, task tracking, etc. .

The individual directly supports the Head of IR and works closely and/or supports the Business Execution team as well as individuals across Finance.

We are seeking a highly organized and proactive Senior Executive Assistant who is incredibly detail-oriented and able to operate, and problem solve independently. The individual must be approachable, collaborative and self-motivated. The individual must be able to operate in a fast-paced, complex environment and able to gain an understanding of team and stakeholders’ priorities and the impact on their managing calendars and other items.

Responsibilities:

• Ensure seamless administrative operations , handle sensitive tasks with discretion, and provide high level support in a fast-paced environment
• Manages complex calendar day-to-day and aligns schedule with Head of IR’s preferences and priorities, along with strong sense of urgency and understanding of business objectives and timelines
• Resolves conflicting requests independently based on knowledge of business and other priorities
• Serve as the point of contact for internal and external stakeholders ensuring timely communication and information flow to both Head of IR, Business Execution team and direct reports
• Work closely with the Business Execution team as well as individuals across Finance to prepare Head of IR with detailed agendas, presentations and documents as well as follow up on key action items
• Manages all aspects of appointment/meetings (in-person, virtual and hybrid), including monitoring attendance, requesting, reviewing and attaching materials (presentations, speaking notes, etc.) as well as logistics (e.g., meeting rooms, catering, restaurants/venue reservations, technology, printing, etc.)
• Organize and execute executive events , including offsite meetings and investor/analysts’ engagements, ensuring all logistics are handled efficiently
• Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system; review expense reports of others for review and sign off
• Coordinates travel arrangements and develop detailed trip schedule/itinerary , including local-meetings, flights, hotels, passports/visas, ground transport, meals, and appointments
• Collects various requests (e.g., meetings, actions, follow ups, etc.) by engaging and corresponding with individuals and appropriately collates and tracks independently
• Builds relationships and coordinate s with other Executive Assistants; serves as back up support , when required
• Orders supplies and process invoices through Procure to Pay system

Qualifications:

• Proven and significant experience supporting senior C-Level executive with a complex calendar and diverse set of priorities and stakeholders, preferably within a large and complex organization
• Exceptional organizational multitasking and problem-solving skills.
• Critical thinking skills and ability to work and problem-solve proactively and independently
• Prioritization and workload management skills , including able to prioritize tasks in a fast-paced environment
• Excellent verbal and written communication skills , including experience communicating with senior level executives
• Self-motivated and detail oriented with excellent organizational skills
• Highly proficient in Microsoft Office (Outlook, Teams, OneDrive, PowerPoint, Word and Excel) and Adobe Pro
• Strong business acumen and ability learn business/functional priorities and timelines. Able connect dots and translate to their own work
• Strong discretion and confidentiality

Education:

• Bachelor's/University degree or equivalent experience