What are the responsibilities and job description for the Administrative Assistant position at Galaxy Management Group, Inc.?
Administrative Assistant
Location : Maspeth, NY
Job Description :
We are seeking a highly organized and motivated Administrative Assistant to provide high-level support to senior executives across departments. This role requires a proactive individual who excels at prioritizing and multitasking to manage a wide range of responsibilities effectively.
Reports To :
Executive Assistant to the CEO
Primary Responsibilities :
Serve as the main point of contact between executives, employees, and external clients.
Manage incoming calls, take messages, follow up on critical matters, and route correspondence appropriately.
Oversee calendar management for all C-suite executives, including scheduling appointments, sending meeting invitations, and prioritizing sensitive matters.
Organize and coordinate executive perks and related activities.
Collaborate with the Executive Assistant and other departments to manage charitable events, including golf outings, from inception to completion.
Arrange travel logistics for C-suite executives, ensuring efficient and seamless plans.
Coordinate logistics for various committee meetings, including refreshments, special equipment, advance document distribution, agenda preparation, and follow-up minutes.
Create, proofread, and edit documents to ensure professional-quality final versions.
Represent the organization at community events and maintain relationships with community partners.
Ensure confidentiality and keep company records current and secure.
Stay informed of high-profile initiatives across various departments to provide relevant support.
Take on additional projects and duties as required.
Desired Skills & Experience :
Proven experience as an Administrative / Executive Assistant or a similar role.
BS / BA degree preferred.
Exceptional attention to detail, including strong proofreading and editing skills.
Ability to handle sensitive company information with discretion and confidentiality.
Excellent organizational skills with the ability to think proactively and prioritize tasks.
Proficiency in MS Office, online calendars, and cloud-based systems.
Strong communication skills (via phone, email, and in-person) and effective time management.
Professional, pleasant, and diplomatic demeanor.
Familiarity with standard office procedures and operations.
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