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Executive Assistant
Marsh & McLennan Companies
New York, NY, United States
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Description
Are you an established Executive Assistant looking to do more? We are currently seeking an eager Executive Assistant to join and be a part of a dynamic HR team. Responsibilities include:
• Manage an extremely complex global calendar for Senior Executive(s).
• Regular and continual review and prioritization of email, phone, text, and other forms of correspondence. This role may require irregular work-hours to support global executive schedule.
• Coordinate and arrange meetings and schedules within an extremely fast pace environment. This requires the ability to maintain composure and demonstrate “grace under pressure,” including being able to coordinate and facilitate through ambiguity.
• Schedule executive level conference calls, videoconference meetings, in-person, and on-site/off-site meetings with clients, c-suite executives, and employees. This requires understanding the priorities in alignment for the business and firm.
• Answer, handle and screen telephone calls from clients, c-suite executives, and employees.
• Arrange and coordinate complex and frequently changing domestic and international travel arrangements and logistics, including potentially international visa and immigration matters.
• Draft, edit and proofread executive level documents, PowerPoint, and Excel correspondence.
• Organize office and files. This includes creating an inviting and comfortable work environment for the executive level office space for clients, c-suite executives, and employees.
• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality.
• Field routine and non-routine questions with a high level of composure, professionalism and a service attitude.
• Schedule and organize routine and non-routine activities such as department meetings, activities and events, such as Town Halls.
• Anticipate and prepare materials needed for conferences, events, correspondence, appointments, meetings, travel, phone calls, etc.
• Coordinate logistics for team events, client meetings; helping to locate and obtain information & resources internally, as well as externally.
• Order and stock appropriate office supplies and equipment for executive staff.
• Organize own work, coordinate projects, set priorities, meet deadlines and follow up on assignments with minimal supervision and direction.
• Identify and take a pro-active approach to assigned tasks.
• Create reports, graphs, and presentations.
• Track time off for executive staff.
• Process expense reports for executive staff, track shipments.
• Strong collaboration skills and function as a team player to assist and provide coverage for other administrative assistants as needed. Ensure phone/e-mail support at all times for executive(s) and provide back-up support for other executives as needed. Positively interact with Administrative Staff and participate in team meetings/projects.
Summary of Essential Qualifications:
• Detail oriented, high level of accuracy in work product, with exemplary organizational skills, and meets commitments.
• High level of confidence, integrity and motivation; must be collaborative and team-oriented.
• Must be able to multi task, maintain composure under pressure, and deliver in a global environment in support of a fast-paced executive team.
• Must be a self-starter, proactive, responsive, and resourceful.
• Highly flexible and motivated individual with an ability to work independently as well as in a team setting.
• Ability to deal with complexity and ambiguity within a large global, matrix organization.
• Must consistently demonstrate the highest level of professionalism and discretion
• Excellent interpersonal skills with ability to interact well with all levels of clients, customers and employees.
• Technology savvy with ability to learn new systems as necessary for the function.
Qualifications
Minimum Requirements:
• Working experience 6+ years in an administrative capacity; large global corporation executive assistant, preferably some experience with Senior Executive support.
• Must have outstanding written, presentation, and verbal communication skills.
• Ability to work in a fast-paced environment while adapting to changing deadlines and priorities.
• Must be able to work independently, prioritize work and execute simultaneous assignments with success and accuracy.
• Advanced computer skills, including extensive experience with Microsoft Office (Outlook, Word, Excel, Power Point, etc).
• Excellent interpersonal skills with the ability to interact with all levels in an organization.
• Excellent organizational skills with an exceptionally strong attention to detail/accuracy.
• Strong judgment, discretion, confidentiality and decision making skills.
• Strong time management and prioritizing skills.
Marsh & McLennan Companies is a global professional services firm offering clients advice and solutions in the areas of risk, strategy and people. Marsh is a leader in insurance broking and risk management; Guy Carpenter is a leader in providing risk and reinsurance intermediary services; Mercer is a leader in talent, health, retirement and investment consulting; and Oliver Wyman is a leader in management consulting. With annual revenue of $13 billion and approximately 60,000 colleagues worldwide, Marsh & McLennan Companies provides analysis, advice and transactional capabilities to clients in more than 130 countries. The Company is committed to being a responsible corporate citizen and making a positive impact in the communities in which it operates. We embrace a culture that celebrates and promotes the many backgrounds, heritages and perspectives of our colleagues and clients. For more information, please visit us at: www.mmc.com/diversity. Visit www.mmc.com for more information and follow us on LinkedIn and Twitter @MMC_Global
Marsh & McLennan Companies offers competitive salaries and comprehensive benefits and programs including: health and welfare, tuition assistance, 401K, employee assistance program, domestic partnership benefits, career mobility, employee network groups, volunteer opportunities, and other programs. For more information about our company, please visit us at: http://www.mmc.com/. We embrace a culture that celebrates and promotes the many backgrounds, heritages and perspectives of our colleagues and clients. For more information, please visit us at: www.mmc.com/diversity.
Marsh & McLennan Companies and its Affiliates are EOE Minority/Female/Disability/Vet/Sexual Orientation/Gender Identity employers.