Executive Assistant

New York, NY

Reports to: CEO’s AA 

Summary

As a member of the Administrative team, the Executive Assistant provides day-to-day administrative support several (5) members of the senior team, including the Global Head of Communications and External Affairs, General Counsel, Director of Tax, Managing Director of Asia, Chief Human Resources Officer.  Four of the executives are based in the NY office, including one who commutes partially from Washington, DC.  The Managing Director of Asia is based in Virginia and travels extensively to Asia.

Role Priorities

In addition to the core functions outlined below, specialized support of senior team member will be focused on the following:

• Communications:  daily project management and prioritization in support of executive; conduct follow-up calls to respond to internal and external stakeholders; initial review of materials and follow up actions to keep projects moving; calendar management and contingency scheduling; extensive travel and expense reimbursement
• General Counsel and Director of Tax:  preparation, assembly and filing of legal/tax records (ie -docs requiring signatures of various executives and submitting tax filings); scanning and management of electronic records through internal document management system; management/tracking of invoices for efficient payment processing; light travel and expense processing

Core Functions

• Essential member of organization in representing McCourt positively to external clients and partners; extensive contact and relationship management related to meetings conducted in our office
• Support and calendar management of senior leaders noted above, including screening calls and managing access to senior leaders during high priority deadlines
• Scheduling/coordination of meetings, appointments, conference calls, including but not limited to breakfasts, lunches, dinners;
• Arrange meeting rooms, refreshments and notifications to participants, ensuring proper calendar management, and avoiding scheduling conflicts.
• Partner closely with other administrative team members across the organization in a spirit of team work and collaboration, exercise good judgment and ensure optimal support and coordination for all executives
• Manage travel requests including national, international and managing potential disruptions potential changing travel schedule.  Rearrange flights/reschedule, if necessary; identify cost efficiencies as it relates to all travel matters for the organization.
• Ensure efficient processing of travel expenses and business invoices
• Negotiate contracts and/or rates at preferred hotels:

• Coordinate international phone service
• Prepare itinerary

• Preparing correspondence, arranging conference calls, setting up web meetings, and updating contact databases.
• Coordinate and execute the document retention policy.

• Improve/tighten storage/retrieval systems

• Arrange essential mail in priority action order
• Establish and maintain excellent working relationships with external community with whom the organization has dealings, business and personal
• Maintain a high level of confidentiality regarding discussions, records, files, documents and information as it relates to all business/personal activities.
• Provide daily back-up coverage to receptionist during lunch or breaks, as well as coverage during receptionist vacation or sick time; including management of conference rooms, kitchen areas, etc
• Perform all other duties as assigned. 

Requirements and Qualifications

• Bachelor’s degree preferred but not required.
• Minimum 5 years’ experience as an Executive Assistant.
• Basic computer skills, specifically knowledge of Word, Excel and Outlook.
• Basic math skills for efficient invoice processing and travel related matter
• Experience with on-line ordering and service request systems.
• Employee must have the physical capability to perform all core functions of the position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the core functions of the job.

Competencies

• Collaboration:  Develops, maintain, and strengthens collaborative relationships inside and outside the organization.
• Communication:  Listens actively and expresses self clearly in conversations and interactions with others; expresses self clearly in business writing to effectively reach the audience.
• Results Orientation:  Prioritizes projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
• Thoroughness:  Ensures that work is complete and carefully reviews the accuracy of information in their work.
• Flexibility:  Open to different and new ways of doing things; willing to modify one’s preferred way of doing things.
• Adaptability:  Adaptable to the changing nature of the business.