Executive Assistant

Position Title: Executive Assistant

Location: New York, NY

Anticipated Start Date: ASAP

Please note this is the target date and is subject to the change. BCforward will send official notice ahead of a confirmed start date.

Expected Duration: 12 months

Job Type: FULL TIME (40hrs/week), CONTRACT, ONSITE (Full Time Onsite (5 days) with opportunity to WFH based on Executive travel/schedule (max two days/week); WFH days to be discussed with Manager in advance)

Pay Range: $40-45/hr

Please note that actual compensation may vary within this range due the factors such as location, experience, and job responsibilities, and does not encompass additional non-standard compensation (e.g., benefits, paid time off, per diem, etc.).

Shift:

Monday - Friday; 8a - 5p ET with required breaks; OT eligible at Manager discretion / approval

Requirements:

• Top 3 Must Have:
• Attention to detail, including tracking od deliverables, requests, executive-ready communications and presentations (Outlook, PowerPoint, etc.)
• Ability to manage numerous priorities and deliverables and prioritize effectively to be able to meet necessary deadlines and expectations without oversight, including being a self-starter
• Executive presence and professionalism

Job Description

• This job is responsible for providing diverse and confidential administrative support, including extensive calendar management.
• Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail.
• Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Responsibilities:

• Communicates with executives and line management to gather and convey relevant information
• Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment
• Manages the calendar of multiple stakeholders proactively, effectively resolving conflicts that arise in a professional manner
• Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies
• Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
• Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member
• Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and Judgment
• Primary Point of Contact: Business Support Executive / Team
• Client Interaction: Occasionally. Associate may interact with clients and/or partners in the industry but will likely not engage with consumers directly

Day to Day Responsibilities (not all inclusive, subject to change):

• Manage and own Executive calendar, including coordination of routines with stakeholders and logistics
• Coordinate Executive travel through approved channels
• Coordinate office reservations / access / logistics to support Executive guests when onsite
• Coordinate logistics (room reservations, Webex, time/date evaluation, access, key stakeholder availability, food, materials, etc.) for Executive-owned routines
• Support Executive on site as needed (Office issues, technology concerns / updates, printing, etc)
• Submit and manage expenses for Executive timely and in compliance with company policies
• Management of Leadership Team vacation / OOO calendar in partnership with other Executive Assistants
• Daily production of overview detailing Executive routines, topics, relevant associate information, awareness items, and attaching materials for quick reference
• Weekly production of calendar and look ahead document detailing key dates, routines, topics and awareness items for Executive and Leadership Team benefit
• Coordination and production of weekly leadership team routines including sourcing topics for routines, coordinating materials from speakers, reviewing presentations to ensure executive ready and distributing to necessary audiences following approval from Business Support team. Includes tracking of takeaways and follow up as appropriate
• Weekly outline of Executive external / internal commitments to Communications partners to ensure Executive is prepped for external / internal events as needed
• Facilitation of Weekly Bullets process in partnership with representatives from each team to provide Executive with need to know information at close of each business week
• Weekly review of associate printing detail and training completion and follow up as appropriate, including escalation as needed to Business Support Team
• Maintenance of distribution groups and organizational charts across team

Keywords:

Administrative, executive, travel, expenses, scheduling, meeting, support, admin.

Benefits:

BCforward offers all eligible employees a comprehensive benefits package including, but not limited to major medical, HSA, dental, vision, employer-provided group life, voluntary life insurance, short-term disability, long-term disability, and 401k.

About BCforward:

Founded in 1998 on the idea that industry leaders needed a professional service, and workforce management expert, to fuel the development and execution of core business and technology strategies, BCforward is a Black-owned firm providing unique solutions supporting value capture and digital product delivery needs for organizations around the world. Headquartered in Indianapolis, IN with an Offshore Development Center in Hyderabad, India, BCforward's 6,000 consultants support more than 225 clients globally.

BCforward champions the power of human potential to help companies transform, accelerate, and scale. Guided by our core values of People-Centric, Optimism, Excellence, Diversity, and Accountability, our professionals have helped our clients achieve their strategic goals for more than 25 years. Our strong culture and clear values have enabled BCforward to become a market leader and best in class place to work.

BCforward is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

To learn more about how BCforward collects and uses personal information as part of the recruiting process, view our Privacy Notice and CCPA Addendum. As part of the recruitment process, we may ask for you to disclose and provide us with various categories of personal information, including identifiers, professional information, commercial information, education information, and other related information. BCforward will only use this information to complete the recruitment process.

This posting is not an offer of employment. All applicants applying for positions in the United States must be legally authorized to work in the United States. The submission of intentionally false or fraudulent information in response to this posting may render the applicant ineligible for the position. Any subsequent offer of employment will be considered employment at-will regardless of the anticipated assignment duration.

Interested candidates please send resume in Word format Please reference job code 240712 when responding to this ad.