Executive Administrative Assistant (Hybrid - NYC or Columbus)

 

General Summary: 

The Executive Administrative Assistant is responsible for supporting assigned senior executives, with no direct reports.

 

Location: This is a Hybrid role, based out of our NYC or Columbus offices 

 

Reports to:  President, Brands

 

Essential Duties & Responsibilities: 

 

• Maintain daily and weekly executive schedule (s) through weekly one-on-one sessions with executive (s)

• Ensure that assigned executive (s) appointments and/or scheduled meetings are current and proactively monitoring availability

• Coordinate and communicate changes in the schedule with all affected parties

• Coordinate all messaging and requests for executive time

• Set up executive appointment calendar

• Screen and direct incoming calls, correspondence and visitors

• Answer questions and furnish information to keep executive’s time free of minor work detail

• Set up and coordinate all travel arrangements for executive

• Generate and/or distribute various department reports assuring accuracy and content

• Compose and edit correspondence on behalf of executive

• Seek executive’s advice and counsel on matters that require a direct response and maintain the strictest of confidentiality

• Route and answer routine correspondence not requiring executive’s attention to ensure timely and accurate response

• Generate reports from Business Objects and MS Excel as needed

• Information and communication coordinator for area

• Create various reports, correspondence, recaps, and project timelines as needed

• Mailroom functions: Shipping/Delivery/Tracking of correspondence and packages

• Maintain records on budget and advises executive of status

• Process all department expenses according to established corporate processing guidelines

• Ensure that legitimate expenses are paid in a timely fashion and research and resolve discrepancies

• Coordinate with various financial departments to ensure timely flow of budget information

• Detail & Reconcile Amex Expense Reports and Cash Expense Reimbursement Reports for Executives

• Manage travel planning and maintain current spreadsheets of past and future travel and expenses

• Maintain an effective filing system that is easily maintained and accessible by executive

• Ensure that appropriate documents are filed in a timely manner and in accordance with Company policies and procedures and ensure that sensitive documents are secured

• Collaborates Cross-functionally with other Executive Assistants

• Supports other area Executives as needed

 

Required Skills: 

• High level of office software skills to include Microsoft Office Suite

• High level of both verbal and written communication skills

• High degree of confidentiality and organization skills

• Demonstrated work experience to project a professional image

 

Experience: 

• 5-7 years’ experience at an Administrative Assistant level

 

 

Minimum Education: 

• Bachelors degree, preferred

• CAP certification a plus (Certified Administrative Professional)

 

The estimated pay range for this position is $32.55/hr to $44.75/hr. The successful candidate’s actual salary offer will take into account a wide range of job-related factors including skill sets, years and nature of relevant experience, training, pay rates of associates in similar positions, the candidate’s location, and other organizational needs. The estimated pay range has been adjusted for the applicable geographic differential. This range does not include benefits such as health insurance, paid or unpaid time off work, and retirement.