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About the Role
We are seeking an exceptional Executive Assistant / Office Manager to provide comprehensive administrative support to the President for North America, manage daily office operations, and ensure efficient administrative and organizational processes in a fast-paced, growing industry.
Responsibilities
- Manage the President's calendar and schedule meetings across multiple time zones.
- Monitor meeting times and ensure they run efficiently.
- Screen and manage emails, calls, and other communications on behalf of the President.
- Prepare background information for meetings and ensure the President is fully prepared.
- Attend key meetings, track deliverables, and follow up on outstanding items.
- Coordinate and arrange meetings, including preparing agendas, presentations, and taking minutes.
- Book national and international travel, including flights, hotels, and taxis.
- Process expenses in accordance with company policy.
- Organize events such as team meetings.
- Continuously identify and implement improvements to administration procedures.
- Oversee office equipment, stationery, and facilities to ensure a well-functioning work environment.
- Liaise with suppliers and service providers to maintain up-to-date contracts and services.
- Liaise with building management.
Requirements
- Previous EA experience supporting a senior leader.
- Strong administrative, organizational, and diary management skills.
- Ability to multitask and prioritize an ever-changing workload.
- Ability to work autonomously with initiative and flexibility.
- Strong communication and presentation skills, both written and verbal.
- Ability to maintain a positive outlook in a high-pressure creative environment.
- Problem-solving and decision-making skills.
- Strong business and commercial acumen.
- Experience with expense management systems.
- Advanced proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Concur.
- Experience working in different time zones.
Skills
- Administrative
- Organizational
- Diary Management
- Multitasking
- Prioritization
- Autonomy
- Initiative
- Flexibility
- Communication
- Presentation
- Problem Solving
- Decision Making
- Business Acumen
- Commercial Acumen
- Expense Management
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Concur
Location
- Head Office, New York
Work Type
- Permanent
- Full Time
- Hybrid
Benefits
- Paid Time Off
- 401(K) with 100% match on the first 5%
- Company Holidays
- Paid Parental Leave
- Generous ELEMIS product discount
- Supplemental & Basic Life Insurance
- Dental & Vision
- Commuter benefits
- Perks designed around wellbeing and balance