A privately held recruiting firm, Noor Staffing Group, is interviewing for an experienced Executive Assistant to support a high-level executive in Albany, NY. Our client is an economic development agency that promotes business, workforce, and community development. This contract position will last approximately 3-6 months. The work schedule will be Monday through Friday, 9 am to 5 pm. 

Job duties:

• · Screen and manage telephone calls professionally and courteously, taking accurate phone messages, responding to general inquiries, and, where necessary, directing callers to the appropriate party.
  
  • · Handle all scheduling matters, confirm meetings, and conference calls, reserve meeting rooms, provide for building security clearance, ensure that external visitors are greeted and escorted into and out of the office, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and ensure all necessary materials are available before meeting.
  • · Maintain VP's calendar concerning appointments, meetings, conference calls, and trainings.
  • · Provide discreet handling of sensitive and confidential information.
  • · Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.
  • · Promptly prepare expense reports for the VP, ensuring all required supporting documentation is included.
  • · Receive, review, and submit expense reports.
  • · Create, organize, and maintain the filing system for records, correspondence, and other materials.
  • · Use Microsoft Office software products to prepare draft memoranda, correspondence, reports, worksheets, etc.
  • · Handle document preparation, spreadsheets, and coordination for VP presentations as needed.
    • · Coordinate Department marketing and outreach events,
    • · Ensure marketing collateral is distributed through various external stakeholders.
    • · Complete special projects as required.

       

The successful candidate must be detail-oriented, highly organized, and have strong follow-up skills. They must also be able to handle multiple changing priorities and effectively anticipate the needs of management. They must also be able to work proactively, efficiently, and effectively with tenacity. They must be in charge of complex scheduling and travel arrangements. They must be proficient with the MS Office suite, including PowerPoint, CRM tools and databases.