Executive Assistant Job at Randstad Enterprise in New York

We are seeking an exceptional Executive Assistant to support five members of our client's Executive Leadership Team at their corporate office in New York City. This is a critical, hands-on role for someone who considers no task too small or too big and who operates with the utmost discretion.

This is a temporary position starting ASAP for an initial 3-month duration, with a strong potential to extend and/or convert to a permanent role based on performance and the client's business needs. This is a fantastic opportunity to make an immediate impact and grow with their team.

Responsibilities

• Provide High-Touch Executive Support: Masterfully manage and coordinate complex calendars, travel arrangements, and detailed itineraries for up to five executives.
• Handle all aspects of meeting logistics, from scheduling and Zoom setup to greeting visitors, preparing meeting rooms, and ensuring remote capabilities are flawless.
• Process and manage executive expense reports and coordinate payments with precision.
• Serve as a trusted partner, handling highly confidential information and communications with total discretion.
• Manage End-to-End Office Operations: Act as the primary point of contact for the NYC office, managing shared calendars, coordinating seating charts, and ordering all office and kitchen supplies.
• Oversee all incoming and outgoing mail and deliveries (USPS, FedEx, UPS, messenger), including scanning, digitizing, and distributing sensitive documents according to established protocols.
• Be the "go-to" person for the team, assisting with document printing, file retrieval, and preparation of legal documents for signature.
• Coordinate team lunches, catering for meetings, and office-wide events like holiday gifting and birthday celebrations.
• Run essential local errands as needed (bank, post office, etc.).
• Drive Process & Provide Team Support: Proactively identify and implement new organizational systems and processes to improve office efficiency.
• Provide backup support for other administrative team members to ensure seamless coverage.
• Assist with special projects as they arise, including backing up the daily wire process and assisting with bill payments.
• Support executives and family members with related administrative tasks as needed.

Qualifications

• Proven Experience: A background as an Executive Assistant, Personal Assistant, or Office Manager, ideally supporting multiple high-level leaders in a fast-paced environment.
• Unflappable Organization: Mastery of time management, detail, and multitasking. You can prioritize a heavy workload and switch gears seamlessly.
• Ultimate Discretion: Proven experience handling highly confidential financial, legal, and personal information with poise and integrity. (Experience in a family office or similar high-touch environment is a strong plus).
• Proactive & "No Task Too Small" Mindset: A self-starter who anticipates needs before they arise. You're willing to roll up your sleeves to get the job done, from booking international travel to ordering paper.
• Tech-Savvy: Proficiency with Microsoft Office Suite, video conferencing (Zoom), and expense reporting systems.
• Excellent Communicator: Strong written and verbal communication skills and a professional, welcoming demeanor.