Executive Assistant

New York, NY 

General Description

Global, import/export company is seeking an Executive Assistant, reporting to and supporting the Executive Director and providing general office-management support to the New York team. The Executive Assistant will be part of a small staff of this office, which will grow over the next year to approximately 10-12 full-time staff.

The Executive Assistant will be among the first hires of the New York office, and will play an important role in setting up the New York office and assuring that it functions smoothly.   He/she will, at first, work from a temporary office in midtown Manhattan with one or two other early hires, while the build-out of the permanent office space is completed and the Executive Director completes his move from Washington DC to New York.

The Executive Assistant will therefore play a crucial role in coordinating a wide range of tasks and relationships related to setting up the New York office, in close cooperation with the Executive Director and the existing team in Washington DC.  Once the New York office is fully operational, the duties of the Executive Assistant will primarily focus on the following: 

Duties and Responsibilities

The Executive Assistant will support the Executive Director in a broad range of administrative, organizational, logistical, project support and office management tasks.

These will include, inter alia:

• Supporting the Executive Director in workflow management, correspondence management, scheduling and travel management;
• Providing drafting, research and document-preparation support for correspondence, internal reports, external communication and materials, and other short and longer documents;
• Supporting the Executive Director in the overall management of the New York office, including general bookkeeping, HR and payroll functions, and vendor management for various office support functions;
• Assisting with the development and maintenance of a range of databases, document archives and other information and collaboration tools related to the office’s needs and responsibilities;
• Other administrative, logistical, office management and support tasks as required.
• Supporting the parent company team in preparation and during CEOs visits to the U.S.

Selection criteria

Required Qualification

• A Bachelor’s degree in business, economics, international affairs, international development, public policy, or a related field
• A minimum of 5 years of relevant work experience, including experience in administrative and support functions
• Excellent organizational, time-management and administrative skills
• Demonstrated ability to take initiative and work with minimal supervision
• Demonstrated ability to manage a changing mix of long, medium and short-term tasks in addition to urgent tasks
• Excellent interpersonal and team skills
• Excellent organizational skills
• High level of discretion, integrity and personal responsibility
• Strong proficiency with Microsoft Office suite of applications
• Ability to work effectively and cooperatively in a multi-cultural environment
• Flexibility and willingness to help colleagues on a small team 

Desired Qualification

• Preference will be given to candidates with some or all of the following:
• Proficiency in French
• Experience working and/or studying outside the US
• Experience with event management
• Familiarity with QuickBooks and basic accounting skills 

Timeline, Compensation and Logistics

• Interview period: July 2017, in person or through videoconference
• Start date: looking to fill this position immediately. The position will remain open until filled.