Executive Assistant - Randstad Enterprise : Job Details

My client, who is a well-know global beauty company, is currently looking for a Temporary - Perm Executive Assistant at this time!

Please send your resume to [email protected] as well as apply to this job posting if interested.

The ideal candidate will provide top-level assistance for high level executives and looking for someone who has C-suite level experience. The office oversees the financial, legal, and employee management for high net worth individuals. Some of the key functions of the office include: investment and portfolio management, accounting, record keeping, financial reporting; coordination of tax planning and trust and estate planning; and coordination of charitable activities. In addition, the office supports and employs workers engaged with household operations.

Position Summary

Responsible for all office administrative responsibilities by providing support directly to the Co-Heads of the Family Office and Family Office team to assist with the efficient running of the office.

Essential Job Functions

• Primary coordination of NYO Seating chart and scheduling
• Scan and save documents daily to network including but not limited to, bank statements, invoices, receipts and investment related documentation.
• Open mail and distribute (if scanning unnecessary) following established protocols and standards
• Distribute confidential mail according to established protocols and standards (ie: Human Resources mail)
• Assist and support family members as needed
• Greeting visitors
• General clerical duties including photocopying, fax, scanning, shredding, etc.
• Assist in obtaining approvals and signature to open new bank and investment accounts
• Assist as needed in preparing legal documents for signature, coordinating distribution and saving to network
• Run errands as required (i.e. bank, post office, and properties, etc.)
• Go to the bank daily if checks have been received. No checks should be left overnight or over the weekend
• Provide back-up of utility set-up at households as needed
• Assist with bill payment by phone if needed
• Prepare outgoing mail, USPS, UPS, FedEX and messenger, etc.
• Print documents and find files for the team
• Serve as backup for daily wire process and fax wires as needed
• Coordinate Family Office birthday cards for signatures and distribution
• NYO supplies ordering (paper, pens, equipment, etc.)
• Assist with the coordination/ordering and delivery of lunch, meals for team members and meetings
• Review and audit of processes that can be improved upon/updated
• Update Exec Fin with Federal holidays, bank holidays, MMC/ELC holidays, etc.
• Update ExecFin Contacts as needed
• Research and implement new organizational systems/processes
• Co-Head Calendaring - Scheduling meetings, travel, zoom information, etc.Send meeting reminder notifications 15-minutes prior to each meeting
• Maintain and update Co-head contacts
• Co-Head Holiday Gift Card list and ordering
• Co-Head ELC/MMC expense reporting and coordination of payments with ELC/MMC Finance groups.
• Cross train with other employees for full coverage
• Provide back-up and support for all other administrative assistants in the office as needed

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned.

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills