Executive Assistant Jobs in SPORTFIVE New York, NY

The Executive Assistant/Office Manager will provide direct support to the Co-President (NY) and other executives as assigned by both managing a standard set of administrative activities but also by proactively anticipating expectations and needs of the Executive Team and acting independently. This is a comprehensive role that requires an extremely organized, articulate, and proactive individual who can be onsite in NYC a minimum of 4 days a week and always when the Co-President is in the office.

Essential Job Responsibilities:

Executive Assistant:

• Manage high-volume calendars - scheduling, organizing and managing overlapping meetings and appointments
• Organize a wide range of meetings and functions at internal/external venues, liaising with contacts both internally and externally
• Lead agenda setting for the weekly NY and US staff meetings and ensuring that those meetings are highly productive and operationally efficient and without technical challenges
• Compile agendas, prepare briefs, prepare meeting materials, attend a wide variety of meetings, take and transcribe minutes and undertake any necessary follow up actions
• Schedule appointments and ensure the assigned executive is always in the correct place, on-time, and with all relevant papers
• Book all travel arrangements and accommodation and organize itineraries, this includes balancing the business priorities and commitments and be able to manage changes to business travel schedule, at times requiring responding to emails/calls outside of regular hours
• Perform expense reporting and miscellaneous administrative functions and other duties as needed
  
  

Office Management:

• Point person for end-to-end management of office activities, happy hours, and special events
• Point person for visitors and building security, distributing mail and packages and miscellaneous errands
• Manage ordering, set up and cleanup of weekly staff breakfasts, lunches and other catered meals
• Manage look and feel of the office and kitchen, keeping it clean and orderly; order and stock kitchen materials as needed, remove or oversee removal of boxes and other clutter, making workspaces more efficient and aesthetically pleasing, increasing office productivity
• Assist in troubleshooting technological issues involving phones, copiers, printers, videoconferencing systems by involving the appropriate parties to ensure office devices are working
• Assist in managing the seating chart and floor plan
• Build relationships with business unit heads/stakeholders to assist in their business needs
  
  

Qualifications & Traits:

• Office Suite, particularly O365 and strong calendar management skills (Outlook)
• Familiarity with expense tracking and reimbursement systems. Experience with foreign currency conversion a plus
• Prior support of C-Level individuals in a global organization with leaders in multiple time zones
• Excellent written, verbal and interpersonal communication skills to ensure successful interactions with all levels of employees and external contacts
• A self-starter, someone who takes the initiative to figure out what needs to be done independently or collaboratively
• Excellent attention to details and follow through skills
  
  

Physical Requirements:

• Ability to be on site in Midtown NYC any day of the week and 4-5 days a week.
• Must be able to lift up to 15 lbs.
• Attentiveness to emails during off hours, responding and/or acting to resolve issues as needed before the next business day