Job description

Location: Downtown Brooklyn

Rate of pay to be determined commensurate with experience and qualifications.

Hours: Full time M-F

The Executive Assistant provides administrative support to multiple Executive Vice Presidents. The role requires strong task-management discipline, attention to detail and a deep commitment to meeting deadlines in a fast-paced environment. This position may involve direct communication with CEO and Board Members.

Essential Functions:

  • Logging Legal Complaints and other incoming legal communications.
  • Ensuring that follow-ups are appropriately tracked and completed
  • Managing EVP calendars and facilitating scheduling of and preparations for EVP meetings, including scheduling conference rooms and preparing and printing meeting materials
  • Documenting meeting minutes, tracking next steps and following up on action items
  • Answering phones and recording messages for Executive Staff
  • Completing request forms for checks, reimbursements and credit cards
  • Booking conferences and making associated travel arrangements in accordance with company policies
  • Creating draft documents as appropriate, and converting them to final, branded versions after review
  • From time to time, creating and administering surveys and other data collection tasks as directed
  • Creating branded reports and modifying existing reports by applying updated data to reporting templates
  • Following up with internal and external stakeholders to track down and obtain time-sensitive information as necessary
  • Gathering and organizing information for easy internalization

What you need to have

  • Advanced proficiency with Word and Excel required
  • Excellent verbal and written communication skills
  • Must be able to prioritize and multi-task in a fast-paced environment
  • Ability to communicate with all levels of employees
Prior experience & qualifications
  • 3 years’ experience as an Administrative Assistant or similar role, preferably supporting Executive leadership
This opportunity requires fluency in English