Executive Assistant Job at Halmar International in New York

The Executive Assistant provides high-level administrative support to executive leadership by managing communication, schedules, and travel arrangements. This role is responsible for coordinating special events and meetings, preparing reports and presentations, and analyzing information to recommend operational efficiencies. The Executive Assistant upholds company values and policies while ensuring effective communication, smooth operations, and timely project updates across the organization.

Major Duties & Responsibilities

• Prioritize and handle incoming communication, including greeting guests, emails, phone calls, and inquiries, with discretion and responsiveness
• Assist in planning and coordinating special events, conferences, and board meetings, ensuring successful execution and smooth logistics
• Collects and coordinates project status and program updates for executive review within prescribed timeframe and distribute to division or company as directed.
• Analyzes data and information collected to proactively support and recommend efficiencies and cost savings to executive leadership.
• Efficiently manage the executives’ calendars, appointments, and travel arrangements, ensuring optimal use of their time and resources
• Perform additional assignments per management’s direction such as attend meetings to note take.
• Creates presentations and communications using gathered data, spreadsheets, information and guidance from executive leadership.
• Maintains knowledge of Company’s values and strategic plan as well as follow corporate procedures and policies.

Skills/Qualifications

• High School Diploma or GED required.
• Bachelor’s Degree preferred.
• 5+ years administrative experience supporting senior leadership that was in a corporate role or political official
• Project tracking, reporting and program coordination experience required.
• Expert knowledge and ability in MS Office Suite, including Word, Excel, PowerPoint, SharePoint required.
• Knowledge of construction project management scheduling and project controls software preferred, including HCSS Heavy Job and Procore (preferred but training will be supplied if not)
• Strong communication and presentation skills required.
• Technical and professional writing and correspondence skills required.
• Able to maintain strict confidentiality with company and personnel matters.

Benefits

Halmar International offers a fantastic employee benefits package including 100% company paid medical benefits, tuition reimbursement and immediate vesting on 401k matching contributions upon hire.

“Halmar International is an Equal Opportunity Employer – M/F/Veteran/Disability/Sexual Orientation/Gender Identity.”

Application form

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