Executive Assistant

Administrative New York, New York


Description

Position at j2 Global

J2 Global seeks an Executive Assistant to work with our senior executives by providing high-quality strategic administrative support. Reporting to the Manager, Employee Engagement, this candidate’s core responsibilities include managing travel, scheduling meetings and organizing daily calendars, as well as working on projects, presentations and reports, and streamlining operational processes.

 

To be successful in this role, you must function efficiently and effectively in a fast-paced professional environment and be able to handle sensitive information confidentially. You will independently manage multiple tasks, projects, and stakeholders with competing priorities and deadlines. You should be proactive without fail, and anticipate what is needed with the confidence to create effective solutions. You should also have the ability to “zoom out,” seeing and understanding processes, in order to organize, maintain, and improve them. The ideal candidate is excited about growing their career at J2 Global; and this is a great place to start--he/she is/they are dynamic, high-energy, organized, and able to support cross-functional coordination in a fast paced environment while utilizing excellent judgment.

 

Administrative Support Responsibilities:

  • Strategically manage calendars of senior executives, in an agile environment with dynamic priorities--things change quickly; we’ll rely on you to see the bigger picture, predict downstream implications of changes or potential obstacles, and clear them before they rise to the surface 
  • Manage frequent domestic and international travel arrangements, proactively coordinate the pre-planning of trips with various internal functions, including booking appropriate travel and monitoring it, light venue planning, meeting agendas, and other necessary preparations
  • Plan appointments, meetings and events, i.e. Board meetings, leadership events and offsites
  • Act as the first point of contact for executives--create and sustain professional relationships with their employees, vendors, and various other stakeholders
  • Ensure compliance protocols are followed for organizational policies, travel, entertainment and expense reporting
  • Track and submit expense reports quickly
  • Identify inefficiencies in systems and processes, and present solutions to improve them
  • Additional special projects as assigned

 

YOU HAVE:

 

  • A strong sense of humor--this is a must!
  • Bachelor’s degree or equivalent experience
  • 2 years experience as an Executive Assistant, Administrative Assistant, or equivalent experience
  • Demonstrated ability to handle confidential information appropriately
  • An impeccable attention to detail
  • Your own system of organization that enables you to maintain and keep track of multiple concurrent workstreams in an atmosphere of tight deadlines and changing priorities 
  • Solid proficiency in both MS Office (Word, Excel and PowerPoint) and their GSuite counterparts
  • Solid experience using office equipment and technology, including printers and setting up video meetings (we typically use Google Hangouts; however, knowledge of several systems is ideal)
  • Proven ability to communicate and collaborate effectively with internal team, all levels of employees and external parties via multiple channels--phone, email, in person
  • Flexibility to work outside regular business hours when needed

 

YOU ARE:

  • Proactive, not reactive--you don’t wait for instructions to get started or keep going, you ask questions to achieve clarity, and you execute assigned responsibilities independently 
  • Mature, grounded, and energetic with a ‘let’s roll up our sleeves’ attitude
  • An executor--producing consistent, high-level results, and ready to report status on any project at a moment’s notice from efficiently kept records
  • Known for strong interpersonal skills and good judgment
  • Interested in growing your experience and career from this role onward and upward--we move fast, and you’ll learn fast! 

 

J2 Global is an Equal Opportunity Employer.

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