Executive Administrative Assistant #: 22-06637

Job Title: Executive Administrative Assistant

Job Description

• Hours of work will be 9:00 am – 6:00 pm; 100% in office Monday through Thursday. Fridays are work from home.
• Contractor will not be directly supporting C-Level personnel, but will support a team that works with C-Level personnel.
• Potential to convert to a Global Atlantic Financial Group FTE
• Manage multiple heavy calendars, schedule meetings and appointments, and use good judgment to discern what needs to be prioritized so that calendars are consistently up to date
• Provide support across multiple teams within the Investment Office, retaining knowledge about each team member and their specific role in the Investment Office
• Answer multi-line phones, route calls, and ensure messages are delivered for teams supported
• Communicate appropriately and thoroughly with various executives and their teams, both within the GA organization and throughout the Finance industry
• Pre-register guests, book conference rooms, and arrange catering, materials, and AV requirements for major meetings
• Manage the execution of a heavy volume of time-sensitive documentation on a regular basis
• Function in part as an NY office concierge, reserving desks and offices for visitors, as well as assisting with hoteling requests for GA employees without a permanent seat
• Appropriately manage an array of confidential invoices, reports, memos, letters, financial statements, and other documents
• Prepare and submit expense reports and resolve any issues with payment
• Book travel according to the needs and preferences of each executive
• Build and maintain working relationships with GA’s IT support team, building security, the conference services department, and fellow administrative staff
• Manage the booking and logistics of events such as high-level business dinners, board meetings, and team-building activities
• Act as a liaison between the Executive Office and other departments at Global Atlantic, ensuring professionalism and following proper protocol when it comes to working with high-level executives and their assistants
• Manage special projects and additional functions as needed

Requirements

• 3-4 years of experience in an Administrative support position
• Excellent verbal and written communication skills
• Ability to multitask independently in a fast-paced, high-pressure environment
• Demonstrated proficiency with the entire MS Office suite; strong Outlook skills are a must-have
• A proactive approach to problem-solving and an eagerness to learn
• Must be able to obtain notary license within 6 months of hire.

Job #: 22-06637