Executive Assistant in New York, NY at Volt

Date Posted: 7/12/2018

Job Snapshot

  • Employee Type:
    Contingent
  • Location:
    New York, NY
  • Job Type:
    Human Resources
  • Duration:
    8 weeks
  • Date Posted:
    7/12/2018
  • Job ID:
    122470
  • Pay Rate
    $0.0 - $35.0/Hour
  • Contact Name
    Volt Branch
  • Phone
    484/690-1184

Job Description

We are seeking a Executive Assistant for one of our customers located in New York, NY. Great opportunity to apply your talent in different ways that matter.

Primary Administrative support to SVP of Marketing and SVP of Business Development.

Company:      Confidential

Position:        Executive Assistant

Location:       New York, NY 10011

Duration:       Long term

Schedule:      Mon. – Fri.    9:00 am - 6:00 pm

Pay rate:        $ 35 hr

JOB SUMMARY

  • Heavy calendar management: ability to stay on top of ever changing calendars and coordinate last minute, urgent meetings amongst executive teams operating across multiple time zones
  • Coordinate meeting space, conference calls, or video conferences (ensure the technology functions properly)
  • Ensure executives are running on time when in back to back meetings, send prompts to wrap up when needed, and if late, notify the next meeting
  • Provide office support such as photocopying, scanning and tracking documents, and ordering office supplies
  • Provide general office management support including the maintenance of supplies and handling of IT and office services related matters
  • Notify facility teams of issues occurring in the office
  • On-board new employees: request seating, IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements

Planning, coordination of travel and events:

  • Manage the booking and coordination of domestic and international business travel, including trip logistics and itinerary, meeting coordination, registering for conferences
  • Business entertainment planning, i.e. researching/planning meals/meeting spaces out of town, making reservations
  • Process expense reports in a timely manner Provide support to Marketing and Business Development teams
  • Manage invoicing for both departments, working with vendors as well as A/P and Finance as needed, tracking invoices until payment
  • Function as a Disney Casual Buyer procuring any catering needs or other such procurement needs for the departments
  • Assist team with meeting coordination and conference room booking as needed Assist with special projects and events as needed
  • Participate in administrative team meetings and activities, provide backup to other assistants as needed, contribute to common administrative duties
  • Plan team celebrations as needed

Competencies:

  • Strong interpersonal and communication skills; ability to develop rapport with fellow executive assistants at Disney Streaming Services, Disney Corporate, and ESPN
  • Self-starter who acts with a sense of urgency and intuitive ability to anticipate needs; treat every task for the executives as urgent as this is key to success within fast paced, tech environment
  • Must be resourceful and comfortable independently navigating the unknown
  • Solid organizational skills required as this role acts as the support/go-to resource for everything from HR to office management questions from the team
  • Flexibility and willingness to adapt to changing priorities
  • Must possess professionalism and discretion with confidential information
  • Minimum of 2-4 years using Microsoft Office components (Outlook, Word, PowerPoint and Excel)
  • Comfortable using business management software, i.e. SAP, and Concur

Basic Qualifications:

  • Minimum of 2-4 years using Microsoft Office components (Outlook, Word, PowerPoint and Excel)
  • Heavy calendar management
  • Comfortable using SAP and Concur
  • Solid organizational skills required
  • Must possess professionalism and discretion with confidential information NOTE: this role may require some overtime

Candidate will consent to:

  • Criminal background check
  • Drug testing

**Attire must be presentable and appropriate for the working environment**

Call Jenyfer Alvarez @ 215-606-6968 or email your resume @ JPAlvarez@volt.com

Volt has a talented and optimistic staffing team focused on the quality of your career.

Volt is an Equal Opportunity Employer.