Freelance Executive Assistant
New York, NY 10018
Renowned Apparel Brand
Job Title: Freelance Executive Assistant
Start Date: ASAP
End Date: TBD (potential to become perm)
-Manage phone and messages according to each executive’s preference.
-Manage lunch and coffee requests as requested, or when schedule requires.
-Code and approve all invoices in Ariba as required
-Order supplies for copy room, contact servicing for copy machines when needed, oversee general floor upkeep as requested, create work orders on Service Point when needed for IT or facilities issues Prepare written materials as requested, i.e. memos, meeting agendas, PowerPoint presentations
-Follow up with executives’ teams/colleagues on outstanding information/ materials as requested.
-Ensure executives’ Contacts, organizational charts and other key information are always updated.
-Coordinate all travel arrangements; ensure travel plans are aligned with others on the same trip to the extent possible.
-Handle timely submission & tracking of expenses on each executive’s Corporate credit card with Accounts Payable; this involves ensuring timely approval of expenses by executive’s manager.
-Partner with other Brand EAs on overall calendar tracking and management of meetings; ensuring meetings take place as scheduled
-Provide day-before view of the calendar in order to allow executives to be well prepared for the next day’s requirements & deliverables; this daily view must have all meeting locations, contact numbers, meeting agendas, meeting documents required and any other relevant details. Ensure executives are timely for meetings.
Handle Outlook calendar which involves frequent adjustments and updates throughout the day, scheduling & confirming of all internal & external meetings and conference calls.
Skills & Knowledge:
-Anticipates needs and stays one step ahead.
-Natural tendency to connect the dots from one assignment or piece of information to the next.
-Ability to apply guidance/direction from one task to another similar task.
-Sense of curiosity and desire to learn.
-Good listener and note taker.
-Natural juggler and multi-tasker who is energized by a lot going on simultaneously.
-Self-motivated and resourceful.
-Confident and poised with good judgment and understanding of when to resolve something independently versus when to ask for guidance.
-Self-confidence balanced with respect in dealing with people at all levels.
-Mature, professional demeanor & comportment.
-Strong written and verbal communication skills including professional phone manner.
-Solid experience and comfort level with Outlook, Word, Excel, PowerPoint
-Exceptional organizational skills, follow through and attention to detail.
-Familiarity or interest in fashion, marketing, or digital industries.
-Previous role(s) in administrative or other support function in a fast-paced environment.
-Minimum of 3 years of experience