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.
