Executive Assistant

Robert Half - Westport, CT

Full-time - Entry Level

Westport, CT

Administrative and Support Services

About the position

We are offering a short term contract employment opportunity for an Executive Assistant in WESTPORT, Connecticut. In this role, you will support multiple executives within the organization, including investment and legal department heads. You will be part of a team that values collaboration, reliability, and an 'ownership mentality' in the workplace. This position requires a proactive approach to managing the executives' schedules and ensuring that all administrative tasks are handled efficiently and effectively. You will be responsible for facilitating communication between internal stakeholders and external parties, ensuring that all appointments and activities are organized and executed smoothly. As an Executive Assistant, you will manage dynamic calendars, plan and set up appointments, and assist in the preparation of meeting agendas. You will create pre-meeting packets and distribute follow-up items to ensure that all parties are informed and prepared. Maintaining the executives' task lists, dashboards, and workflows is crucial to ensure that daily deliverables are met. You will also provide administrative support by managing documents, including preparation, management, and archiving, while delivering excellent customer service to external partners through effective communication and timely follow-up. In addition to these responsibilities, you will oversee the executives' service and support needs, which may include IT, purchasing, facilities, travel, and expense reimbursement. Building and maintaining good relationships with key internal and external contacts relevant to the executive's role is essential. You will also be expected to perform other duties as required, including giving and receiving constructive feedback, maintaining strong professional relationships, and holding people accountable.

Responsibilities

• Facilitate efficient communication by liaising with internal stakeholders and external parties for on-site scheduling and coordination.
• Manage dynamic calendars, plan, and set up appointments and activities proactively and accurately.
• Assist in the preparation of meeting agendas, create pre-meeting packets, and distribute follow-up items.
• Maintain executives' task lists, dashboards, and workflows to ensure daily deliverables are met.
• Provide administrative support by managing documents, including preparation, management and archiving.
• Deliver excellent customer service to external partners through effective communication and timely follow-up.
• Oversee executives' service and support needs, including IT, purchasing, facilities, travel, and expense reimbursement.
• Manage contacts and contact databases, maintain good relationships with key internal and external contacts relevant to the executive's role.
• Perform other duties as required, including giving and receiving constructive feedback, maintaining strong professional relationships, and holding people accountable.

Requirements

• Demonstrated proficiency in Calendar Management
• Proven experience in Scheduling tasks for a team or executive
• Ability to accurately take Meeting Notes during discussions and conferences
• Experience in preparing and distributing Meeting Minutes following discussions and decisions
• Skill in coordinating and arranging Travel Arrangements for team members or executives
• Strong organizational and communication skills
• Ability to handle confidential information with discretion
• Flexibility and adaptability in a fast-paced environment
• Proficiency in using office management software and digital tools
• Ability to work effectively with minimal supervision
• Strong problem-solving skills and detail-oriented approach

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan