Executive Assistant

$55,000 - $70,000/Yr

Gourmet Home Products - New York, NY

Full-time - Entry Level

New York, NY

Merchant Wholesalers, Nondurable Goods

About the position

The Executive Assistant position at our New York office is a critical role that requires a proactive and detail-oriented individual who can anticipate the needs of the Principal and ensure the smooth operation of a busy office environment. This position demands a high level of professionalism and confidentiality, as the Executive Assistant will be privy to sensitive information and will represent the Principal in various capacities. The ideal candidate will possess strong critical thinking and problem-solving skills, enabling them to navigate complex situations with ease and efficiency. In this role, the Executive Assistant will be responsible for a variety of tasks that support the Principal's ability to lead the agency effectively. This includes managing complex schedules, coordinating logistics for meetings, and handling administrative tasks that facilitate communication with clients and external parties. The Executive Assistant will also be involved in project management, looking for ways to streamline operations and improve efficiency within the office. A key aspect of this role is the ability to establish and maintain relationships both internally and externally, acting as a representative of the Principal. The position requires a proactive approach, with the Executive Assistant expected to keep the Principal informed of upcoming meetings and presentations, as well as follow up on action items. The ability to multitask while maintaining a high level of attention to detail is essential, as is the capacity to react swiftly to urgent situations. The Executive Assistant will also assist with data entry, production details, and the creation of PowerPoint presentations, making strong proficiency in Microsoft Office a necessity. Overall, this role is designed for an individual who is eager to learn, grow, and take on increasing responsibilities within a dynamic work environment.

Responsibilities

• Respond to suppliers and work closely with the Executive to answer emails and questions.
• Arrange printouts of clearance documents and check details prior to submitting for data entry.
• Assist with special projects and prepare information for meetings with clients and external parties.
• Create and prepare correspondence and maintain contact lists of suppliers.
• Manage the Executive's email inbox and correspondence.
• Keep the Principal informed of upcoming meetings and presentations, following up appropriately.
• Attend all team meetings to stay informed of duties that need to be handled.
• Manage complex schedules and provide comprehensive administrative support to ensure smooth office operations.
• Establish relationships both internally and externally as a representation of the Principal.
• Look for ways to streamline operations and assist with data entry and production details.

Requirements

• 2+ years in a business or executive management role.
• Excellent communicator in written and verbal form.
• Excellent calendar management skills, including coordination of complex executive meetings.
• Strong fluency in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Experience assisting management with the creation of PowerPoint presentations.
• Ability to multi-task while demonstrating a high level of attention to detail.
• Ability to collaborate well with staff, clients, and vendors at all levels.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Excellent judgment and initiative.
• Desire to learn and grow and take on increasing responsibility.
• Uphold a strict level of confidentiality.
• Ability to switch gears at a moment's notice.

Nice-to-haves

• Bachelor's degree (Preferred)