Executive Assistant to CEO (Temporary)

$70,000 - $80,000/Yr

Fitzpatrick Hotel Group - New York, NY

Full-time - Entry Level

New York, NY

About the position

The Executive Assistant to the CEO plays a crucial role in supporting the CEO of Fitzpatrick Hotel Group by managing a wide range of administrative tasks and responsibilities. This position requires a highly organized individual who can work independently and efficiently in a fast-paced environment. The Executive Assistant will be available 24/7 through a smartphone, ensuring that the CEO's needs are met at all times. The role demands proficiency in reading, writing, and oral communication in English, along with strong secretarial skills, including typing, word processing, dictation, and filing. A Bachelor's degree in Communications or a related field is required, along with at least two years of experience as an Executive Assistant to a CEO or top-level executive. The Executive Assistant will be responsible for organizing and prioritizing the daily workload of the CEO, creating correspondence as directed, and producing flawless, accurate work. The ability to follow up on instructions and requests in a timely manner is essential, as is the capacity to meet deadlines and handle multiple assignments simultaneously. The role also involves processing departmental invoices, answering telephones, and managing inquiries or messages. The Executive Assistant will assist the CEO in maintaining accurate documentation for guest bills, manage the CEO's calendar, and make travel arrangements, ensuring that all itineraries align with the CEO's preferences. In addition to these responsibilities, the Executive Assistant will be tasked with organizing legal paperwork, maintaining up-to-date lists for various mailings, and preparing mailings according to established timelines. The role requires a high level of professionalism and integrity, as the Executive Assistant will interact with customers, brokers, and other professionals on day-to-day business matters. The ability to document meetings in minutes and process them for review by the CEO is also a key function of this position. Overall, the Executive Assistant will play a vital role in ensuring the smooth operation of the CEO's office and supporting the CEO in achieving their goals.

Responsibilities

• Organize and prioritize daily workload independently.
• Create correspondence as directed and when warranted.
• Produce flawless, accurate work.
• Work independently with little or no direction.
• Follow up on instructions and requests in a timely manner.
• Meet deadlines and handle multiple assignments.
• Process departmental invoices.
• Answer telephones and handle inquiries or take messages to refer to appropriate party.
• Handle typing and word-processing needs for the CEO as required.
• Execute the tasks of the CEO.
• Maintain accurate records.
• Assist the CEO in maintaining accurate documentation for guest bills in preparation for approval.
• Maintain up-to-date lists for various mailings.
• Prepare mailings in accordance with timelines established in documents.
• Organize legal paperwork.
• Make travel arrangements.
• Maintain the CEO's calendar.
• Respond to guest complaints and requests.
• Assist in running local errands as requested.
• Handle computer posting procedures and inputting as necessary.
• Document meetings in minutes and process for review by the CEO.
• Display a high level of professionalism and integrity at all times.
• Manage and maintain payments for credit cards, utilities, property taxes, and insurances and reconcile bank and credit card statements at the end of the month.
• Manage and maintain personal insurances (car, boat, motorcycle, and home).
• Coordinate and manage the planning of household special events (i.e., dinner parties, annual holiday parties, events).
• Make and manage travel arrangements and visa requirements, including clear, detailed itineraries specific to CEO travel needs and preferences.
• Interact with customers, brokers, and other professionals on day-to-day business matters.
• Review and process investment transactions; including presentation paperwork, opening accounts, and settling trades; maintain investment accounts and execute wire transfers.
• Organize and manage off-site conferences and meetings (develop the agenda, resolve logistical issues, select meeting site, and arrange for support).

Requirements

• Available 24/7 through smartphone.
• Reading, writing, and oral proficiency in the English language.
• Secretarial skills including typing, word processing, dictation, and filing.
• Bachelor's Degree in Communications or equivalent.
• At least 2 years of experience as an Executive Assistant to a CEO or top-level Executive.