What are the responsibilities and job description for the Administrative Assistant – hybrid position at Revel IT?
Job Description
A contractor is needed in New York, NY to fulfill the role of Administrative Assistant with our client. Monitors SVP mailbox bringing critical / time sensitive matters to SVP’s immediate attention and responding to emails on SVP behalf. Devises organizational procedures for incoming and sent emails : evaluates, prioritizes, creates necessary folders and files; uses recognizable search terms to locate emails. Evaluates mail and assigns to folders for SVP review. Main responsibilities of this resource include :
Email / inbox management
Scheduling / calendar management
Corresponding with C-level EA’s
Organizing digital files
Hybrid : Likely 1-2 days per week. Looking for someone who is flexible. Usually they go in on 1-2 of the following days : Tuesday / Wednesday / Thursday. Rare to go in Friday / Monday unless it’s a business need.
Must Haves :
5 years of experience providing support at the executive level; travel industry experience is highly desirable
Exemplary computer skills and in-depth knowledge of relevant software such as MS Office Suite (Outlook, Excel, Word and PowerPoint)
Knowledge of standard office administrative practices
Ability to multi-task in a high volume, fast-paced work environment and prioritize tasks
Excellent communication skills, both written and oral; ability to interface with C-level execs and vendors
Problem solving skills; keen judgment and decision-making ability; sense of urgency
Proactive nature-can anticipate needs of SVP
Ability to be discrete and handle confidential information
Strong attention to detail and accuracy
Flexibility in tasks, hours worked (expected OT on short notice) and ability to come into the office and / or work from home as needed
Attention to detail is key
Strong articulation, good grammar & writing skills – will be corresponding closely with EA’s for high-level management
Confident presenting & corresponding with senior management
Able to create more efficient processes
Knows how to effectively file / create folders in One-Drive / email inbox to keep things organized for tracking and documentation purposes – emphasis on organizing, making things easy to find later on
Additional Job Responsibilities :
Ensure completion of project and action requests from SVP to GT staff members
Manage dynamic calendar. Arrange internal meetings, conference calls, vendor appointments, events and other ad hoc situations that arise from email communications
Liaise with C-Level office staff to assist with executive travel and concerns as they arise
Maintain supplier / vendor database of contracts and agreements to ensure timely renewals and advise of relevant expiration dates
Coordinate and book business travel for SVP
Prepare expense reports for SVP, maintain, organize
Manage office operations : review staff calendars (appointments and PTO), liaise with building services and IT support as needed
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