Our Client, a Banking company, is looking for an Executive Assistant for their New York, NY/Hybrid location. Responsibilities: + 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. + 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 + 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 Requirements: + Administrative Services + Attention to Detail + Customer and Client Focus + Planning + Prioritization + Adaptability + Collaboration + Event Planning + Problem Solving + Research + Facilities Management + Office Administration + Oral Communications + Recording/Organizing Information + Written Communications 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 Characteristics of the Top Performer: + Communicates effectively and concisely + Self-starter + Proactive – Thinks furthest ahead + Applies characteristics of executive-ready documentation to all routines and communications + Manage fast paced environment with ease Why Should You Apply? + Health Benefits + Referral Program + Excellent growth and advancement opportunities As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.