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    Administrative Assistant C-Suite Experience - New York, United States - Melville Management Corp

    Melville Management Corp
    Melville Management Corp New York, United States

    1 week ago

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    Description

    Job Description

    Job DescriptionPrior experience with Executive Board Memberships, charitable giving and philanthropic work required.

    Prior experience as an Executive Personal Assistant to a C-Suite professional required.

    Work as part of a 2 person team to support our principal and a team of Project Managers and Designers.

    • Assist Principal in managing calendar, scheduling, and logistics for professional and personal activities.
    • Assist Principal with activities surrounding her Foundation work and relationships with the Foundation.
    • Support team with calendaring for projects and vendor management.
    • Prepare RFQ's and liase with vendors.
    • Take notes; prepare memos, letters, and reports.
    • Assist team with responding to emails and often corresponding on behalf of the company
    • Coordinate travel arrangements for Principal and team members. If necessary, coordinate with Travel Agents and Travel Groups. Work with other Family team members, on family travel.
    • Assist Principal and team in maintaining contact database, adding & updating contact records and other data.
    • Availability to respond to requests in a timely manner during regular business hours, with the understanding that at times actionable items arise outside of normal business and need to be addressed immediately.
    • Attend immediately to emails forwarded from Principal that require action or follow up.
    • Handle all requests and tasks with the utmost professionalism and attention to detail.
    • Work seamlessly with existing filing systems maintaining continuity.
    • Provide general administrative support to the Family and team including scanning, shredding, mail processing, spreadsheet updates, supply ordering, mailing/shipping.
    • Assist with a range of onsite and offsite events including preparing invitations, tracking RSVPs, assisting with vendor and event communications.
    • Assist with personal errands as needed.
    • Prepare gift bags, giftwrap gifts and deliver/send.
    • Assist with various projects on behalf of the Family and team, as requested.

    Bachelor's degree required.

    * 5-7+ years as a Executive Assistant at a C-Suite level
    * Extremely detail oriented, organized, professional, and reliable.
    * Proactive and forward-thinking.
    * Positive attitude and willingness to assist all team members.
    * Excellent written and verbal communication skills.
    * Must be able to effectively communicate with all levels of personnel and external contacts.
    * Ability to work independently and multi-task within a fast-paced team environment, emphasizing accuracy and timeliness.
    * Diplomatic, tactful and discrete concerning confidential information with unquestionable integrity at all times.
    * High proficiency with Microsoft Office Suite, Google Suite, Mac OS.

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