Executive Assistant

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Job description

A global communications corporation with over 20 years' track record of success and 100+ offices worldwide is on the lookout for an Executive Assistant to provide administrative support to the company's senior level executives. The self-motivated ambitious individual in this role will be on a path of apprenticeship for learning about entrepreneurship and global business management (our company was self-built from ground up & continues to grow as an industry leader today with over 6,000 employees)!

The Executive Assistant will be responsible for maintaining calendars, scheduling meetings, coordinating travel, & tending to any other administrative needs that pop up day to day. Using detailed memos & an impeccable organization system, the Executive Assistant preps the executive for each workday (their timeliness depends on preparation & reminders!).

In addition to being ultra-organized, you'll thrive in this role if you're good at finding solutions to all kinds of different problems and a clear communicator. The Executive Assistant facilitates communication with some of the key executive's most important contacts and also serves as a key member of the organization to communicate and execute tasks from the management team.

For the right person curious to learn more about business and business management, this is like a personal MBA opportunity! Sound like the job for you? Great! Read on..

Some of what you'll do:

• Ensure a successful day-to-day schedule & workflow for the Executive
• Manage the Executive's calendar, scheduling all meetings & personal engagements requested & overseeing them through completion
• Handle all travel arrangements
• Arrange dinner plans and client entertainment bookings, this role is best for someone who is excited to create and deliver great experiences!
• Anticipate how to make each day as successful as possible & act accordingly (e.g., complete necessary research, prepare materials in advance)
• Maintain relationships with the Executive's management team, employees, friends, & guests, communicating with them over email, phone & in person
• Support with planning & coordinating Corporate Meetings & Management Off-Sites
• Complete any additional administrative tasks required of the Executive department
• Assist the Marketing & Communications team with media opportunities for the Executive, including photo & video shoots, internal communications platforms, incoming PR requests, & speaking engagements.
• Stay up-to-date on company happenings & priorities, keeping your finger on the pulse of the organization's needs
• Report on business performance, using qualitative and quantitative data
• Research and find answers to questions, big and small--- it could be looking for a local vendor, or understanding a new policy in a foreign country
• Manage different projects, some more complex, some more simple-- there will be a variety of work, our business is dynamic and always changing and growing!

Our ideal candidate:

• Interested in pursuing a long-term career in business, business management, or related field
• Backed by at least 2 or 3 years of working experience (ideal but not required)
• Incredibly detail-oriented & organized (you have a system for keeping track of all your tasks and not letting things slip through the cracks)
• Logical thinker & rational decision-maker
• Emotionally intelligent & naturally empathetic
• Can maintain composure and work well under pressure
• Takes ownership of all tasks, large & small and approaches work with a proactive attitude
• A highly skilled communicator (over email, in person, phone, all of it); can keep track of multiple communication threads and relationships
• Optimistic & high-energy
• Able to handle multiple different types of tasks, adaptable to changes

Compensation, Location, & Schedule:

• This is a salaried position with full employee benefits. Salary can be competitive depending on skillset.
• This is a full-time position that may require in-person support on nights & weekends, it is best for someone who has the flexibility to travel to the office quite easily at all times.
• San Juan, PR (with easy commute to Condado) or Manhattan, New York (with easy commute to Herald Square)
• Able to travel up to 30-40% of the time (travel needs will vary, but should be available for short-notice travel)

TransPerfect provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by states, federal, or local law.