Executive Assistant

Position Description

The Executive Assistant is responsible for providing advanced, diversified and confidential administrative support to members of the C-Suite. The Executive Assistant performs duties using independent judgment and initiative to determine approaches or actions to take in non-routine situations. Interprets guidelines using policies and precedents. Handles a variety of situations involving clerical and/or administrative functions of the office or business unit without involving the executive.

This hybrid role will be based in our New York City Office.

The pay range for this position is $90-110k based upon factors including but not limited to related experience and time in the industry.

Essential Functions

OPERATIONS & CORRESPONDENCE

• Interfaces with company executives and other individuals both internally and externally on matters relating to the day-to-day operation of the department or business unit; these matters can, at times, be of a confidential nature.
• Responds to questions by identifying and implementing workable solutions to problems with minimal guidance from executive.
• Authors correspondence of a complex nature which requires understanding of executive's views, general office policies and technical matters; prepares moderate to complex materials needed by executive for general meetings and appointments.
• Provides back-up administrative in-office support to Receptionist.

COMMITMENT COORDINATION

• Organizes executive and performs support duties keeping business and scheduled commitments timely.
• Notes commitments made by executive during meetings.
• Establishes appointment priorities and rescheduling or redirecting meetings or invitations.
• Reads, reviews and often summarizes incoming correspondence and publications.
• Schedules travel in the most efficient, cost effective, and sustainable manner.

MATERIAL GENERATION

• Generates or updates reports, spreadsheets and other documents using a set schedule and prescribed approach.
• Creates and distributes presentation materials for meetings in collaboration with the executive.

SPECIAL EVENTS

• Plans and coordinates special events (meetings, conventions, etc.) for a variety of individuals including top-level executives and attendees.
• Negotiates most of the basic services associated with meetings and events to get best service at lowest cost.

Work Experience Requirements

• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Upbeat, positive and "can-do" attitude.
• Able to effectively multi-task and meet deadlines.
• Excellent written and verbal communication skills.
• Strong organizational, analytical and problem-solving skills.
• Must be able to adjust priorities and multi task, possess flexibility and adaptability to changing priorities and last minute requests.
• Ability to grasp complex tasks and carry out directions independently.
• Excellent computer skills and typing skills (60+ wpm).
• Proficient with Mac/PCs, Microsoft Office, calendar software.

Education Requirements and/or Years of Experience

• Bachelor’s Degree in General Business or Communication preferred.
• Minimum of 7-10 years of work experience in roles such as administrative assistant, project management, personal assistant or related areas.
• 5-7 years of experience in progressively responsible experience in a senior administrative or executive administration assistant role required.
• 3-4 years of experience with proven track record of independent judgment and decision-making when faced with matters of a confidential and/or non-routine nature.
• New York Notary Public License strongly preferred.

Rose Companies Benefits:

At Rose Companies our goal is to provide an affordable and comprehensive benefits package that provides security for you and your family and supports your overall wellbeing. Benefits offered include, but are not limited to: Medical, Dental, Vision, Flexible Spending Accounts, Life, Short-Term Disability, Long-Term Disability, 401K with company match, competitive paid time off policy, paid holidays, parental bonding leave and educational assistance.

Rose Companies is committed in policy and practice to providing equal employment opportunities for all applicants and employees, based upon their training, experience, and overall qualifications. Consistent with this commitment, discrimination against an applicant or employee based upon the individual’s race, color, creed, religion, sex, gender, age, national origin, ancestry, citizenship status, marital or familial status, sexual orientation, gender identity, gender expression, disability, military status, protected veteran status, genetic information, or any other condition or characteristic protected by law is strictly prohibited.

Experience

Required

• 5 - 7 years: Senior Administrative or Executive Assistant
• 7 - 10 years: Administrative Assistant, Personal Assistant

Education

Preferred

• Bachelors or better in Business Administration or related field
• Bachelors or better in Communication or related field

Skills

Required

• Event Coordination
• Microsoft Office

Behaviors

Required

• Enthusiastic: Shows intense and eager enjoyment and interest
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.