Executive Assistant (HR)

Manhattan, NY 10019

Post Date: 06/28/2018 Job ID: 8319 Industry: Admin


  • Maintains and executes a rapidly changing calendar, ensuring the Executives have all relevant materials and information for each meeting, and appropriate time is built into calendar for preparation for meetings; keeps the Executives to time on adjacent meetings

  • General office management and administration, including processing of expenses, billing and invoicing; client and candidate care and assistance; manages new hire administration and onboarding packages and HR system employee entries and exits

  • Benefits administration handles paperwork for all benefits enrollments and changes; administers COBRA enrollments; collects and files disability reports (FMLA; NY State PFL; workers comp claims); administers benefits billing and union employee benefits payment processes

  • Oversees collection and maintenance of I-9 forms; participates in creation and filing of Form 5500s for insurance plans; may participate in other ACA filings, depending on status of our current health insurance plan.

  • Prepares presentations, memos, tracking documents and other correspondence, including proof-reading

  • Receives incoming mail and faxes, and determines whether documents need to be reviewed by the Executive(s) or redirected to respective team members

  • Organizes and maintains a filing system that ensures quick and easy access to information when responding to requests from the Executive(s), or following up and completing requests made of the Executive(s)

  • Coordination of team meeting agendas and next steps; coordination of event, meeting and training plan

  • Secures travel arrangements and develops comprehensive travel itineraries that ensure the executive is fully equipped to have effective remote presence

  • Assists in management of mobile and office technology with support from IT team

  • Ordering departmental supplies, furniture, and equipment


  • 5-10 years plus successful experience providing administrative support to senior management / executives is strongly preferred

  • Experience within the financial services industry is preferred

  • Experience in travel, logistics, and meeting planning essential

  • Highly advanced technology skills; high proficiency with MS Office Suite; Visio; HRIS

  • College degree required

  • Advanced communication, writing and editing skills

  • Capable of working in a fast-paced and rapidly changing work environment, handling multiple tasks concurrently and efficiently

  • Strong ability to write and draft presentations, and proof reading experience

  • Ability to think independently and to take initiative

  • Capable of working with discretion and tact in an environment exposed to a high level of proprietary and confidential information

Project management experience to assist with special projects as need

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