Executive Assistant to Senior Executive

APCO, a global communications consulting firm with offices across the globe is looking for a high-performing Executive Assistant to join its New York City office to support one of our key global executives. This position will play an instrumental role in supporting our executive and their office, handling a wide range of responsibilities to maximize their time and effectiveness. The ideal candidate will be a dynamic professional, eager to thrive in a fast-paced environment, with exceptional attention to detail. We are seeking a culture carrier who will have ample opportunities to support events and operations once the role has been mastered. We also welcome career Executive Assistants with a wealth of experience supporting C-Suite level executives.

Life in a consulting environment can be hectic and there is rarely enough time in the day.  You will serve as a buffer for the busy executive in a fast-moving environment and help drive their day-to-day activities by easing their administrative burdens.  If you excel at bringing the calm and keeping it cool while delivering top-notch executive-level support, then we are looking for you.

This role will be responsible for working with the executive’s core team to proactively manage calendars, organize folders and maintain contact books, compile briefing books, schedule all travel, prepare for meetings, liaise with external contacts on speaker events and conference attendance and work closely with key internal stakeholders. 

 

Responsibilities

Proactive calendar management/meeting set up:

• Schedule calls and meetings (adjusting as conflicts arise), responding to staff requests for time with our executive, taking information from company announcements to holding time for key company announcements/town halls/performance reviews
• Schedule staff reviews for direct reports and support on our performance management appraisal by collecting names of contributors for reviews and input into our system to initiate the review process
• Reserve conference rooms for meetings, as needed, and organize refreshments with APCO event coordinator
• Manage guests coming into the office (meeting and greeting them and registering their names with office management for entry)
• Manage incoming calls into the office and flagging important ones or directing them to the right APCO person
• Assist with organizing dinners being hosted by our executive for clients and staff
• For Executive Meetings:
  • Coordinate with senior executives on getting materials organized
  • Finalize the agenda with executives and C-Suite
  • Send out Teams calendar notices with meeting dates
  • Organize in-person meetings (liaising with APCO event coordinators for internally held meetings, and arranging external meetings including budget sign-off, invite lists etc.)

Travel:

• Manage and arrange end-to-end travel:
• Working with our travel booking system/agents on airline and train tickets along with booking accommodation

Financial Responsibilities/Financial System Management:

• Process receipts and prepare reimbursement reports for the executive
• We are a timecard business, so you would be responsible for entering our executive’s time into the system, managing their expenses through it and for approving time, expense and leave requests for our executive’s direct reports

Additional responsibilities:

• Forward emails from executive’s inbox to staff as needed for their information or action
• Compiles a daily to-do list via email
• Process manager for preparing our executive for internal processes (like performance review) or prepping for external events (like conferences)

Qualifications

• High school diploma, bachelor’s degree preferred
• Ideally 5+ years of full-time experience
• Excellent communication and analytical skills
• Proactive and great intuition
• Advanced skills required with the Microsoft Office Suite
• Familiarity with both PCs and Apple technology (iPhone/iPad)

 

Compensation Range

The US base salary for this position ranges from $70,000/year to $80,000/year. Our compensation range for this role is inclusive of several US geographic markets. APCO targets an employee's pay within this range to