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Executive Assistant

Gabellini Sheppard Associates Gabellini Sheppard Associates Employer:
New York, NY, USLocation:
Fri, Aug 4 '17Posted on:

Executive Assistant:

The firm is seeking a qualified professional to serve as an Executive Administrative Assistant to support our Design Partners and Office Manager in the areas of PR/Marketing, and Business Development to ensure the smooth day-to-day operations of the firm. The full-time position is within a small administrative team with some overlap.

Scope of Responsibility:

Below is a more detailed description of the primary responsibilities for this position (this description is not all inclusive and additional duties may be required from time to time):

  • Excellent verbal & written communication skills, writing and editing experience
  • Strong understanding of PR communication tools such as press releases, feature articles, blog posts, briefing documents, online communication
  • Assist creating literary compositions, articles, reports, and additional required text
  • Proficiency in MS Office especially Outlook email and calendar
  • International video conferencing experience
  • Prepare various materials when requested, using Word, Excel, and InDesign Conduct online and off-line research as requested
  • Compose and type agendas and correspondence for internal and external meetings
  • Handle special projects & tasks for the Design Partners
  • PROACTIVE · General work hours: 9:00am - 6:00 pm, with flexibility to work longer hours as needed
  • Assist internal and external meetings, special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; prepare and distribute meeting materials
  • Assist with internal communications
  • Schedule vendor presentations and lunch and learns in accordance to designer’s needs
  • Greet clients, visitors and direct as necessary
  • Support Office Manager overseeing the Front Desk and phones as needed
  • Bachelor’s degree

Desired Experience / Expectation:

  • Some experience as executive administrative assistant is a plus
  • Marketing background is a plus
  • Knowledge of Adobe InDesign and Photoshop is a plus
  • Ability to complete tasks with accuracy and precision and with strong attention to detail
  • Ability to work in a fast-paced environment, and a proficiency at multi-tasking.
  • Must have strong time management and problem-solving skills
  • Must be highly organized and able to adjust to multiple and changing priorities
  • Ability to communicate clearly and concisely, both orally and in writing
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