Executive Assistant/Project Manager to Managing Director
CSI globalVCard is looking for an Executive Assistant/Project Manager to support the Managing Director of our global strategy and development. This position will be based out of the New York City area.
The position may also serve in other areas of administrative, customer service, sales or relationship management and project management related functions as needed. The following job description is not all-inclusive and may vary based on the skillset and experience of the candidate.
Responsible for all calendar management and scheduling to include setting up meetings, speaking engagements and other appointments. This will also involve ensuring there are no scheduling conflicts and making sure executives know where they need to be when. Knowing and managing the full details are very key - quick thinking and acting will be imperative.
Responsible for overseeing specific projects, accounts and/or partnerships from start to finish – to include planning, financials, documentation, timelines, etc. Will work closely with executives to ensure the scope and direction of each project remains on task and timing remains on schedule. Will be responsible for making sure all internal departments and external participants are contributing as needed.
Office management duties. Responsible for overseeing management of physical office location, making sure that everything is in place for the office to function smoothly. Tasks may range from keeping up with events, events planning, financial meetings, partnerships planning, negotiating leases, PR events and purchasing agreements.
Manage the flow of information between members of the executive leadership team, internal employees and external clients, partners and contacts. Screen phone calls, review emails, and summarize reports and memos that are received before disseminating information. Serve as the gatekeeper. Communicate and plan meetings with department heads and global offices.
Our executives also serve as our most valuable sales tools - who require an assistant capable of following-up on sales calls, interacting with c-level clients and managing activity in Salesforce. This position will be responsible for tracking all communications, emails and important information in Salesforce. Excellent and professional communication skills are essential.
Preparing and formatting information for internal and external distribution. This may include writing letters, emails and memos, compiling data for reports, creating presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties. Manage and help support social media and PR for the individual executive.
Maintaining company records and duties for compliance and financial confidentiality. Responsible for setting up and managing both electronic filing systems, as well as taking steps to maintain that the company is compliant with all applicable record-keeping requirements.
Help lead data analysis, using a combination of computer and critical thinking skills. For example: accountable for ensuring that the executive team and company heads are meeting overall financial goals, carefully analyzing financial data and creating reports.
You will have access to confidential information. Virtually every aspect of the role and position must be protected, so being able to maintain confidentiality and exercise discretion is essential for success in this position.
Desired Skills and Experience
The ideal candidate must be extremely detail oriented, organized, have excellent time management and calendar management skills, be well versed in MS Office, and considered tech savvy, must be flexible to do any task as needed. Must be naturally fast-paced, self-motivated and driven to succeed in all areas.
Meet Some of CSI globalVCard's Employees
Cindy guides CSI globalVCard employees in their understanding of external regulations and internal policies that must be complied with on a day-to-day basis.
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