What are the responsibilities and job description for the Executive Assistant position at Buckeye Global?
Job Title: Executive Administrative Assistant II
Job Duration: 3 Months Contract – W2
Job Location: New York, NY 10001 (Hybrid)
Note:
Capacity: Hybrid – 3 days in office, 2 days WFH - flexible in which days are on site, Tuesday and Wednesday are the busiest in office days so that would be preferable but not mandatory
Job Description:
• Majority of this will be the calendar management for executives
• Travel Assistance
• Expense Management
• Balance both calendars separately – managing calendar complexities
• Comfortable in managing high-level executive visits that may be coming internationally
Hard Skills:
• Five years of experience would be ideal, open to three to five years
• Experience managing multiple executives and multiple calendars would be great but not mandatory
• Proficient in MS Office
Soft Skills:
• Comfortable in pushing back on calendar needs if needed
• Being able to navigate shifting meetings
• Comfortable with senior international visitors and managing their calendars and overall visits
Responsibilities include:
- Heavy day-to-day, short-term, and long-term calendar management that involves coordination with the entire team, division, and company
- Compile reports and agendas for various key meetings
- Manage all requests to and from Corporate, Divisions/Brands, or Paris office and follow up accordingly
- Booking and coordination of travel arrangements
- Preparation of expense reports adhering to corporate policies
- Coordinate visits from executives of client global headquarters and subsidiaries
- Draft and edit internal communications as needed
- Create and manage purchase orders, vendor management and other systems management
- Meeting and event preparation including catering, IT set-up and other administrative logistical support
- Plan and execute small events, activities, and celebrations for teams
- Serve as general administrative support for the office teams
