Executive Assistant

Harvey Nash USA has been engaged to find a talented Executive Assistant for an enterprise Tech Client.

A reasonable, good faith estimate of the minimum and maximum hourly wage for this position is $55/hr to $60.71/hr on W2 (Depending on Experience).

Benefits will be available, and details are available at the following link: https://rb.gy/foel75

Job Title: Executive Assistant

Location: New York, NY (Hybrid, 4 days a week in office)

Duration: 3 Months Contract to Hire

Hybrid/Remote: Hybrid

What you get to do in this role:

This Executive Assistant role will support the Chief Workforce Innovation Officer and collaborate with the Global Workforce Innovation and Culture leadership team. You will be in constant communication with the Global Workforce Innovation and Culture team and partners within the Global People organization.

Responsibilities:

• Calendar and Meeting management.

• Coordinate internal and external meetings including team meetings, executive meetings, virtual meetings/Zoom scheduling, in-person meetings, one-on-one meetings, off-site meetings, team building and other events.

• Assist with meeting needs, agenda support, note taking, printed materials, and catering.

• Proactively manage calendar requests and conflicts, understand how to prioritize meetings when resolving calendar conflicts, ensure virtual meeting links work for seamless experience for attendees.

• Handle all travel (flight, hotel, car) arrangements (domestic and international) and relevant agendas.

• Expense management duties, which includes submitting expense reports and receipts in a timely manner.

• Provide onboarding support for new hires, including space, equipment requests, onboarding meeting scheduling, updating appropriate email distribution lists, providing access to team calendar and folders, and being admin point of contact for new hire.

• Project work as needed to support team goals, such as creation of slide decks and implementing processes and ideas valuable to the team.

• Meeting and interview preparation.

• Work with recruiting team to provide mutually convenient times for candidates and interviewers.

• Ensure interviewers are prepared with resume copies and other materials needed prior to interview start times.

Skills:

• To be successful in this role you have:

• 5 years of administrative assistant experience supporting

• 5 executive-level and above

• Experience working in a highly cross-functional environment Proactive, two-steps ahead work ethic, attitude, and approach Superior communication skills with the ability to work across all levels Strong attention to detail High commitment to the experience of executives and others you interact with Strong ability to multi-task, manage multiple requests, and conduct follow-up as needed to meet timelines Flexibility and ability to adjust in response to changing priorities and needs Ability to drive schedules and agendas with deeper understanding of context and priorities Strong teamwork and interpersonal skills, with confidence to offer suggestions and improvements High level of confidentiality, discernment and judgment Desire to learn, grow and take on your own projects Ability to work under pressure while consistently meeting deadlines Resourceful with effective problem-solving and research skills to seek answers as needed Proven expertise with Word, Outlook, PowerPoint, Zoom, MS Teams, Sharepoint, and Concur

Must have to be successful in this role?

• Administrative Experience: A minimum of 5 years of experience supporting executive-level leaders is critical. The role requires a proven ability to support senior executives effectively and an understanding of what it means to support someone who is C-suite minus 1.

• Proactive and Self-Starter: A proactive mindset with a "two-steps ahead" work ethic is essential to anticipate needs and manage tasks without constant supervision. Preference would be a “five-steps ahead” work ethic.

• Communication Skills: Superior communication skills to interact effectively across all levels, including executives and other team members.

• Attention to Detail: Strong attention to detail to manage calendars, expenses, travel arrangements, and meeting logistics accurately.

• Multitasking and Flexibility: Ability to multitask, manage multiple requests, and adapt to changing priorities and needs.

• Confidentiality and Discretion: High level of confidentiality, discernment, and judgment to handle sensitive information appropriately.

• Technical Proficiency: Expertise in Microsoft Word, Outlook, PowerPoint, Zoom, MS Teams, Sharepoint, and Concur for managing tasks related to communication, scheduling, travel, and expenses.

• Teamwork and Interpersonal Skills: Strong interpersonal skills and the ability to work effectively in a dynamic, fast-paced, and ever-changing environment.