Job Openings

Executive Assistant/Travel Coordinator

Job ID: BH503930

Category: Executive Assistant

Specialty: Administrative

Executive Assistant

Contract to Hire/Direct Hire

Job Location: Providence (Some travel to NYC)

Hours: 40

Company Information, Industry, Size: Financial Services

Interview Process: Virtual

Must Haves:

  • Travel Coordinating experience
  • Experience supporting multiple people at once.
  • MS Ofice

Preferred:

  • BA

Job Summary/Description:

ROLE PURPOSE: 
To provide personal assistance to the North America CEO, and on a part time basis to the Group CEO. 
The role is located in Providence, RI, but will require travel to New York once per month, for a week to support the Group CEO. 

 Responsibilities:
›    Managing the CEO diary and arranging appointments
›    Managing and updating the CEO contacts list
›    Reconciling the CEO’s expenses and submitting claims when necessary
›    Organizing appointments and liaising with external suppliers and contacts of the CEO
›    Organizing Board, Executive, Audit, and Risk Committee meetings, including collating appropriate packs
›    Arranging international travel, including producing itineraries, for the CEO.
›    Organizing company events, such as Leaders’ Forums, the Annual Conference, client events.
›    Typing of general correspondence for the CEO, the Board and other senior staff e.g. letters, memos, faxes, minutes of meetings, e-mails
›    Arranging interviews for the CEO
›    Creating Power Point presentations
›    Preparing document bundles and copy-editing
›    Arranging couriers
›    Setting up conference calls
›    Ad hoc Support for the CEO direct reports
›    Answering the telephone, taking messages and forwarding them, using voicemail for staff
›    Typing of general correspondence e.g. letters, memos, and faxes using audio and copy-typing
›    Amending and issuing memos
›    Making meeting arrangements and appointments
›    Greeting guests, serving coffee, and ordering lunches for meetings
›    Ordering couriers, flowers
›    Carrying out various ad hoc projects
›    Daily tasking for the Support Services Operational Assistant
›    Holder of Corporate Card, responsibility for ensuring expenses are signed off and submitted
›    Additional ad hoc tasks as required

Knowledge and Experience:  
›    Experience working in a professional, forward facing position
›    Experience within a fast paced multichannel environment
›    Experience of working towards deadlines

Skills and Competencies:  
›    Able to perform under pressure
›    Able to prioritize and multitask
›    Strong organizational and time management skills
›    Able to work autonomously willing and able to mix easily with others, building strong working relationships 
›    An articulate, confident and effective communicator  
›    Has a strong work ethic and is motivated to achieve results
›    Resilient to change, adapting to and supporting new situations with confidence
›    Able to effectively build rapport with the customer in order to gain their trust and respect
›    Excellent communication skills – verbal and written 
›    Work with high level of confidential information and discretion 
›    Strong editing skills

Technical Skills: 
›    Proficient with Word, Excel, PowerPoint

Education: 
›    University degree level or equivalent – desirable

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: Providence, Rhode Island