Administrative Assistant I

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Job description

Job Title: Administrative Services, Global Travel

Location: New York, NY (Hybrid - Likely 1-2 days per week)

Duration: 6 months contract

Job Description:

Monitor SVP mailbox bringing critical/time sensitive matters to SVP s immediate attention and responding to emails on SVP behalf

Devise organizational procedures for incoming and sent emails: evaluate, prioritize, create necessary folders and files; use recognizable search terms to locate emails. Evaluate mail and assign to folders for SVP review

Ensure completion of project and action requests from SVP to GT staff members

Manage dynamic calendar. Arrange internal meetings, conference calls, vendor appointments, events and other ad hoc situations that arise from email communications

Liaise with C-Level office staff to assist with executive travel and concerns as they arise

Maintain supplier/vendor database of contracts and agreements to ensure timely renewals and advise of relevant expiration dates

Coordinate and book business travel for SVP

Prepare expense reports for SVP, maintain organize

What are the main 3-5 responsibilities of this resource?

Email/inbox management

Scheduling/calendar management

Corresponding with C-level EA s

Organizing digital files

What are the TOP Critical Skills or Must Haves skills a candidate should have on their resume in order to be considered?

Previous EA experience/experience supporting executive level

Experience in travel industry is highly desirable

Experience managing schedules & digital files

Must haves:

Flexible

Able to multi-task, prioritize high efficiency

Strong organization skills

Strong calendar management ex: SVP s calendar is constantly changing based on priorities

Attention to detail is key

Strong articulation, good grammar & writing skills will be corresponding closely with EA s for high-level management

Strong Microsoft Office: Outlook, Excel, PPT

Confident presenting & corresponding with senior management

Able to create more efficient processes

Knows how to effectively file/create folders in One-Drive/email inbox to keep things organized for tracking and documentation purposes emphasis on organizing, making things easy to find later on

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