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Executive Assistant/Project Coordinator

JOB DESCRIPTION

Job Title: Executive Assistant/Project Coordinator      

Reports to: Senior HR Business Partner 

Key Internal Partners: All departments in New York, HR Team in Nampa and Traverse City

Key External Partners: Candidates, guests, vendors

Project Management:  Yes 

Location: New York

Job Summary:

The Executive Assistant/Project Coordinator primarily supports two executives and corporate communications. The Executive Assistant role requires significant customer first orientation, excellent presentation, strong organization skills, keen attention to detail, ability to effectively manage multiple priorities and ability to maintain high levels of confidentiality.

Job Responsibilities & Tasks:

  • Support 2 Executives with administrative duties
    • Update executives calendar independently
    • Coordinate travel arrangements
    • Prepare expense reports
    • Validate Executive direct reports’ PTO requests using ADP
    • Send IT tickets to address technology needs
    • Investigates and resolves problems on behalf of executive
    • Plan meetings and video conferences by coordinating invitation, creating objective and meeting agenda, allocate time for each topic and advise participants
  • Project Coordination
  • Support HR team with Employee Engagement Programs
    • Participate in our Spirit Squad Team and maintain Spirit Squad calendar
    • Coordinate office events Birthdays, baby showers, wedding showers, happy hours following our Spirit Squad and HR calendars
    • Coordinate Quarterly Leadership Team Offsite
    • Maintain HR Master Calendar
    • Support Talent Acquisition team with onboarding
  • Track Office Budget
    • Follow finance processes and guidelines for the use of the office AMEX Card (receipt management, expenses type)
    • Attend monthly forecast review with Finance and explain variances with budget
    • Develop and maintain standard rules and process for office expenses
  • Assist with Office Management responsibilities
    • Identify optimal storage solutions
    • Maintain and organize storage onsite and offsite partnering with each department contact
    • Oversee housekeeping agencies and services performed in the NY office
    • Act as point contact of the building manager and publish necessary building communication as needed
    • Manage printers supplies and contract partnering with IT
  • All other duties as assigned

Key Performance Indicator (KPI):

Project Deadline, 240 cost center budget, Executives feedback

Position Requirements:

EDUCATION

  • Bachelor's degree in Business Administration or related field

EXPERIENCE

  • 5+ years of progressive administrative & HR Experience  
  • Project Management experience required

  • 2+ years of PR and/or Internal Communications required

SKILLS

  • Strong communication skills a must. Ability to communicate effectively and succinctly, both verbally and in writing with all levels of an organization.
  • Mastery level proficiency is required with computer applications (Word, PowerPoint, Excel, Outlook)
  • Must have understanding of computer procedures and applications well enough to suggest input/output requirements and the use of additional applications.
  • Creative Problem Solving, proactive mindset and initiative required
  • Ability to function in a high demand, performance-driven environment
  • Be proactive in developing relationships across the company
  • Familiarity with international environment
  • Significant customer first orientation
  • Strong organization skills
  • Keen attention to detail
  • Ability to effectively manage multiple priorities
  • Ability to maintain high levels of confidentiality

PHYSICAL REQUIREMENTS

  • Must be able work in normal office conditions
  • Must be able to lift at least 20 pounds or more
  • Must be able to work a minimum of 8 hours per day and be on his/her feet for extended periods of time.
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