Executive Administrative Specialist
Pacific Life
Executive Assistant, CEO
AtomicVest
full-time
Posted on:
Location Type: Hybrid
Location: New York City • New York • 🇺🇸 United States
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Timely and accurate coordination of internal and external meetings, including logistical details, communication, and follow-up
- Coordinate travel arrangements both domestic & international, requiring an understanding all aspects of each executive's business agenda, as well as personal preferences, may include making restaurant and other business entertainment suggestions and reservations
- Prepare monthly expense reports, identify, and resolve all discrepancies
- Proactively and frequently check in with managers
- Screen communications as needed reading, researching, collecting, prioritizing, and routing correspondence and information with proper level of professionalism
- Accurately update contact information in CRM database
- Maintain and protect confidentiality regarding all aspects of client and company information
- Adhere to company policy while best needing the needs of executives supported.
Requirements
- 3+ years supporting C-levels, preferably in the Financial Services or Professional Services (Consulting, Law, Advisory, etc.) industries.
- Proficient in Google Suite and MS Office Suite (Word, Excel, Outlook, and PowerPoint).
- Familiarity with online travel booking systems.
- Must be able to be in-office on occasion (NYC).
- Highly organized with strong attention to detail; demonstrates accuracy and thoroughness.
- Proactive and self-motivated, able to anticipate the needs of others.
- Ability to juggle multiple assignments and prioritize effectively; demonstrates sense of urgency.
- Manages competing demands well; able to deal with change, delays, or unexpected events.
- Appropriate discretion and integrity handling confidential and sensitive information.
- Excellent professional references.
- U.S. work authorization.
Benefits
- Health insurance
- Paid time off
- Professional development
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
expense reportingCRM database managementtravel coordinationmeeting coordinationlogistical planningcommunication managementdata entrydiscrepancy resolutiondocument preparationscheduling
Soft skills
organizational skillsattention to detailproactiveself-motivatedprioritizationsense of urgencyadaptabilitydiscretionintegrityprofessionalism
