Executive Assistant

Title: Executive Assistant
Company Description: Luxury Beauty and Fragrance Company
Location: New York, New York
Salary: $70,000-$80,0000
*Salary is commensurate with experience and is an estimated range provided by JBC*

Responsibilities:
 

• Schedule appointments and manage both business and personal calendars with precision and confidentiality.
• Attend meetings alongside executives, taking comprehensive notes and ensuring follow-up actions are implemented.
• Handle email correspondence and phone messages promptly and effectively, demonstrating excellent communication skills.
• Arrange complex business travel and personal travel arrangements, including accommodation, transportation, and itinerary planning.
• Organize speaking engagements and coordinate logistics for events, ensuring seamless execution.
• Create detailed expense reports and manage financial documentation accurately.
• Make restaurant reservations and coordinate entertainment arrangements as required.
• Run errands and carry out shopping tasks with discretion and attention to detail.
• Supervise assisting staff and delegate tasks effectively to ensure efficient workflow.
• Arrange thoughtful gifts and gestures in line with brand standards and executive preferences.
• Plan and execute large events, from conception to completion, ensuring all details are managed to the highest standard.
• Conduct thorough research and liaise with reliable vendors and contractors for home projects as needed..
• Provide regular updates to the Executive on project progress and upcoming commitments.
• Skillfully manage calendars, prioritizing appointments and meetings to maximize efficiency.
• Handle phone calls professionally, prioritizing inquiries and directing them appropriately.
• Maintain a neat and organized workspace to promote productivity and professionalism.
• Interact with employees, associates, and clients at all levels with utmost professionalism and discretion.
• Perform various administrative tasks, including ordering supplies, filing, photocopying, and making travel arrangements.
• Provide support to other departments as required, demonstrating flexibility and adaptability.
• Assist with ad hoc projects as directed by the Executive office, displaying a proactive and solution-oriented approach.
• Receive, organize, and distribute mail promptly, handling confidential information with care.
• Coordinate audio/visual needs and catering for meetings, ensuring all arrangements meet the highest standards.

Requirements:

• Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Assistant, preferably within a luxury brand or high-end environment.
• Proven ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent communication skills, both written and verbal, with a high level of professionalism and discretion.
• Proficient in Microsoft Office suite and other relevant software including Zoom, and Adobe.
• Strong organizational skills and attention to detail, with a proactive and problem-solving mindset.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and work schedules as required.
• Experience supervising and delegating tasks to assisting staff.
• Valid driver's license and clean driving record may be required.
• Ability to work occasional evenings or weekends for events or special projects.