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Executive Assistant

Brewster, NY 10509

Posted: 01/20/2023 Job Number: 22912497

Job Description

Temp to Perm.

Required Skills:
  • Bachelor's degree or equivalent experience in appropriate field required.
  • A minimum of three years' experience in an executive administrative support role preferred.
  • Exceptional verbal and written communication skills including the ability to speak and write in a succinct and positive manner; write routine reports and correspondence; speak effectively before groups or associates.
  • Must be service-minded and willing to assist individuals companywide and who takes the initiative to figure out what needs to be done independently or collaboratively.
  • Handle highly confidential information and documents with discretion and confidentiality.
  • Demonstrated advanced level mastery in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), SharePoint and virtual platforms such as Teams and Zoom.
  • Must be highly self-motivated and resourceful with the ability to adapt and excel in a fast-paced work environment with multiple priorities and competing deadlines.
  • Must have experience in coordinating travel arrangements for multiple executives and candidates.
  • Ability to identify owners of different processes within the company and work collaboratively toward successful outcomes within designated timelines.
  • Must be a critical thinker, proactive problem-solver, capable of strict attention to detail.
  • Must have the ability to lift, push, carry, retrieve, stack and/or move up to 15 pounds and climb steps regularly between floors to deliver office/catering/kitchen items.
  • A valid drivers' license and an acceptable driving record from the State Bureau of Motor Vehicles.
  • Fluent in English.
  • Must be flexible, team-oriented and committed to having a good time while doing a great job.

Project Description:
  • Office Management:
  • Support Aliant's culture by ensuring that all public areas are kept clean and professional and contribute to a warm, friendly, and positive office environment.
  • Greet guests, candidates, and vendors in alignment with our company office visitor policy, making them feel at home and continually look for ways to improve our office procedures.
  • Manage the reception area to ensure effective telephone and mail services (USPS, FedEx, UPS) distributing mail and packages and run miscellaneous errands as needed.
  • Act as the can do 'go to' person for help or advice when associates are unsure who to ask; actively resolve issues in the office as they arise or document and escalate if you cannot find a solution.
  • Ensure office supplies (i.E., printer paper, notebooks etc.) and kitchen supplies (i.E., water, coffee, snacks, paper towels, etc.) are fully stocked, regularly refilled, and reordered when necessary and maintain all office kitchens including cleaning out refrigerators on a weekly basis.
  • Manage logistics for internal meetings and events (e.G., reserving conference rooms, ordering catering service, sending out invites, buying decorations, do the set up/take down service for events).
  • Manage office services vendors, including housekeeping, food and beverage, office equipment, supplies, shipping & receiving, etc.
  • Manage office space, including reporting building issues to the landlord and shepherd to resolution.
  • " Jack " or " Jill " of all trades willing to jump in where needed.
  • Manage look and feel of the office and kitchen, keeping it clean and orderly; order and stock kitchen materials as needed, remove/break down boxes and other clutter, making workspaces more efficient and aesthetically pleasing, increasing office productivity.
  • Assist in troubleshooting common technology issues involving phones, copiers, printers, videoconferencing systems by involving the appropriate parties to ensure office devices are working.
  • Executive Support:
  • Act with the highest levels of professionalism as a representative of the Office of the CEO and C-suite and interact with the internal and external stakeholders with respect and credibility while always maintaining confidentiality and discretion.
  • Schedule appointments, candidate interviews and other client meetings and ensure the assigned executive is always in the correct place, on-time, and with all relevant paperwork material.
  • Ability to look ahead and anticipate needs for travel, meetings, and projects and take initiative to coordinate while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Book all travel arrangements and accommodation and organize itineraries, this includes balancing the business priorities and commitments and be able to manage changes to business travel schedule, at times requiring responding to emails/calls outside of regular hours.
  • Complete expense reports for the Senior Leadership team and miscellaneous administrative functions such emails, proofreading documents, creating reports in Excel, capturing meeting minutes, creating letters and other documentation as needed.
  • Answer main company phone, direct calls to appropriate parties or take messages.
  • File, scan and retrieve corporate documents, records and reports as needed.
  • Provide special project support and administrative duties for company executives as requested.

This 4+ month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Rose: Rose@alphaconsulting.Com


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Rose Minchello

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