Position : Executive Assistant

Working Hours : Monday - Friday / 9AM - 5PM EST (on rare occasion, Executive will need Assistant to be responsive on weekends especially when traveling)

Holiday : TBD

Salary : $800 - 1200 (can be higher, depending on your skill set and years of experience)

Overview of the Position

As an Executive Assistant in this role, you will provide essential support in all aspects of the Executives professional life and in some cases the Executive’s personal life, various administrative tasks, focusing on organization, contact management, scheduling, and personal scheduling.

Specific Duties and Responsibilities:

Manage the Executive’s calendar, email inbox and call list
Manage the Executive’s contacts (in Outlook): Input new contacts, create contact groups, distribution lists among other contact management tasks
Organize emails and respond when requested on Executive’s behalf
Make phone calls to various vendors, service providers, industry partners as well as other Executive Assistants for purposes of coordinating meetings and scheduling
Preparing notes and briefings before meetings or events and helping preparepresentations; taking notes during conference and video calls
Manage record-keeping, important documents and take leadership over filing and tracking such records and documents
Coordinate all aspects of business and personal related scheduling scheduling and personal calendar management.
Manage Executives expense reports.
Collect and file invoices to maintain financial records. and insure vendors are paid.
Categorize transactions in QuickBooks for purposes of financial reporting.
Make travel arrangements, dining reservations.
Oversee various tasks related to the operation of the Executive’s business aircraft such as creating trip-sheets before trips, tracking key data in the aircraft’s flight-log, coordinating maintenance scheduling, providing notice before a trip to the FBO to make sure the aircraft is on the ramp and ready for its flight and other related logistics.)
Assist in the management and maintenance of other business and personal assets
Create reports and presentations for purposes of the Executive tracking critical information

Requirements

Ability to anticipate the needs of the Executive and proactively meet those needs.
Organization: Being detail-oriented and highly organized
Adaptability: Being able to shift gears quickly in a fast-paced environment
Proactive self-starter
Excellent communication and interpersonal abilities.
Ability to build working relationships and trust with vendors and service providers uponwhich the Executive relies
Proficient in Microsoft Office Suite (Outlook,Word, Excel, PowerPoint).
Basic proficiency in QuickBooks
Demonstrated experience in a similar role for 3-5 years.
Financial services industry experience a plus
Basic understanding of aviation a plus
Superior writing skills
Proficient in English
Several on-boarding videos will be required to be watched prior to start date
On occasion, Executive will ask team members to read certain books that the Executivebelieves will provide valuable insight and professional development

Executive Assistant with Finance Background - 2040