Executive Administrator at Beacon Hill

Our client, a real estate investment management company based in Midtown, NYC is seeking a Temp to Perm Executive Administrator to join the team.

The schedule is hybrid, Monday - Thursday onsite, typically Fridays remote, 9am-6pm with flex for OT as needed. The position starts January/February 2025. Temp duration is approximately 1-3 months with potential to extend or convert.

Responsibilities:

The primary role of the Executive Administrator is to provide executive level support to the Co-President in New York City and supporting New York City office operations. Secondary responsibilities are to provide key support to other Firm leaders. The position involves providing superior client service to diverse internal and external stakeholders across multiple offices and time zones using various means of communication. The individual in this position must exercise discretion and independent judgment while operating with minimal oversight or direction in significant matters related to Firm operations.

Executive Administrative Support

• Anticipate the needs of designated senior executives with minimal direction or oversight.
• Review and analyze various requests and inquiries and respond as appropriate, ensuring all relevant messages are communicated to the designated senior executives in a timely manner.
• Prepare designated senior executives for meetings, events, and other obligations by compiling reports and notes/key information from previous meetings and other relevant sources; finalizing the meeting materials and communications for distribution to attendees; ensuring any advance materials are delivered successfully to attendees; and performing other related tasks as requested.
• Independently arrange complex and detailed travel plans, itineraries, and agendas for designated senior executives by interfacing directly with airlines, hotels, car service, etc.; resolving any travel-related conflicts or schedule changes; and completing and submitting related expense reports in a timely fashion.
• Maintain calendars of events and appointments for designated senior executives by scheduling calls, appointments, and meetings; securing meeting space and meeting facilities/catering; and resolving any scheduling conflicts to ensure effective use of time and resources.
• Coordination of other colleagues in the Los Angeles, Atlanta, and Chevy Chase offices to attend meetings and conferences with New York team as needed.
• Run personal errands as needed.

Correspondence and Relationship Management

• Review and analyze email requests and inquiries and respond as appropriate.
• Answer calls, communicate messages, and coordinate correspondence in a timely manner.
• Handle confidential and non-routine information with extreme confidentiality, discretion, and sensitivity.

Support Office Operations

• Partner with Office Manager to ensure the effective and efficient operations of the New York City office:
• Support and maintain team culture through NY office events.
• Managing the inventory of supplies and equipment
• Liaising with the building landlord
• Coordinating and overseeing various vendors, including IT services, maintenance, and cleaning services
• Overseeing all front office activities (i.e. the reception area)
• Managing office and workstation moves
• Handling other office administration tasks as necessary

Other

• Work with team members on special and recurring projects, including the generation of weekly, monthly, and quarterly reports for internal and external distribution.
• Provide support to other designated team members as requested.
• Complete additional tasks and special projects as needed.

Requirements:

• Bachelor's Degree or equivalent experience.
• Prior related administrative experience supporting multiple senior-level managers in a corporate setting.
• Industry experience preferred but not required.
• Experience with Concur.
• Advanced experience using the Microsoft Office suite for a wide range of purposes.
• Outstanding verbal and written communication skills.
• Excellent organization skills and attention to detail.
• Proven experience successfully managing complex calendars and travel itineraries, including modifying schedules on a frequent basis in a professional and efficient manner.
• Proven ability to work effectively in a fast-paced environment by multitasking, balancing priorities, meeting deadlines, anticipating issues/problems, and performing with a high level of accuracy and attention to detail.
• Demonstrated team player with the ability to build and maintain strong working relationships.
• Consistent work ethic and a dedication to following tasks through to completion.
• An entrepreneurial approach to task management.
• Strong problem-solving capabilities with a focus on creativity and the ability to implement process improvements.
• Experience exercising independent judgment and discretion, and the ability to perform work autonomously with little direct supervision.
• Prior experience supporting multiple executives remotely is a plus.
• Flexibility and adaptability to various changing working conditions based on priorities, with a willingness and ability to work extended hours as requested.

Pay:

• 120-125K perm base, temp rate paid in line
• Medical, vacation, 401K no match, lunch perks, 15 PTO days

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

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Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)