Executive Assistant - New York Business Unit

Job title: Executive Assistant

Reports to: Office Executive or Senior Leader

Position Description: Drive executive level administrative services for two General Managers in New York.

Essential Duties & Key Responsibilities:

• Provide professional customer service and positive interactions while serving as primary point of contact with everyone who corresponds with General Managers.
• Provide professional executive level administrative services to General Managers.
• Maintain appropriate confidentiality in all matters and communicate appropriate level of information to preserve security and escalate concerns to senior management and leadership.
• Forecast, plan, and manage General Managers calendars including arranging meeting agendas, events, and corresponding logistics while balancing business priorities and commitments. Arrange and incorporate travel into all planning.
• Keep informed and apply knowledge of business operations, serve as strategic partner and confidant to support leaderships’ decision-making and attainment of business goals and initiatives.
• Apply critical thinking and problem-solving skills to daily activities and keep executive apprised of office operations, noteworthy client and industry happenings/news, related issues, and/or changes as appropriate.
• Proactively prepare research summaries to prepare General Managers in advance of events including engagements with clients, staff, panel discussions, industry events.
• Participate in executive/senior leadership or company officers' meetings to record and manage items and activities requiring follow-up.
• Prepare executive summaries, reports, presentations; assemble documents to support General Managers’ commitments.
• Manage and maintain daily executive activities including travel reservations, business accommodations, and prepare itineraries and agendas. Proactively plan to meet budget requirements.
• Partner with other executive assistants, senior management and leadership to plan and execute events.
• Complete items requiring executive electronic signature, use only with documented authorization.
• Prepare expense reports.
• Maintain Notary Public commission and manage corporate seal with discretion.
• Collaborate with Environmental, Health & Safety (EH&S) teams for safety-related matters.
• Proactively seek opportunities to lead and participate in business unit initiatives and activities.
• Establish Standard Operating Procedures (SOP) for executive assistant role in partnership with ATAC Team (Advocates for Turner Admin Committee) and contribute new ideas and share great practices for continuous improvement and effectiveness of the larger Administrative Services team.
• Embrace company culture, values, and DE&I (Diversity, Equity, & Inclusion) activities.
• Manage and serve as champion for Administrative Services (AS) team in designated location(s).
• Serve as Development Partner (DP) for employees within job family.
• Other activities, duties, and responsibilities as assigned.

Turner is an Affirmative Action and Equal Opportunity Employer minorities / females / veterans / individuals with disabilities/ sexual orientation / gender identity. VEVRAA Federal Contractor

Qualifications:

• Associate’s Degree from accredited degree program required, with minimum of 12 years of executive level and/or administrative services experience or equivalent combination of education and experience
• Administrative Certification, desired
• Continuous learner to pursue degree program or administrative certification
• High standards of accountability and integrity, maintain confidential information, and exercise discretion
• Excellent interpersonal communication, professional presentation, and persuasion skills to confidently engage and influence at senior levels; engage with teams, vendors, and with all organizational levels
• Approachable, proactive, positive, and professional
• Professional communication skills, advanced business writing, editing and proofreading skills
• Strong ability to prioritize responsibilities for self and others
• Proactive follow-up practices and capable of managing competing projects, events, and tasks with demanding time frames
• Politically savvy and perceptive to address work demands and issues
• Excellent critical thinking skills, use sound judgment to assess conflicts and solve problems
• Event and meeting planning skills
• Agile mindset, champion of innovation and lean culture concepts, able to apply continuous improvement principles and methods
• Demonstrate elements of emotional intelligence including self-awareness (emotional self-awareness), social awareness (empathy and organizational awareness), self-management (emotional self-control and adaptability), and relationship management (influence, teamwork, inspirational leadership)
• Excellent computer and database skills, Microsoft Office suite of applications, and collaboration tools
• Supervisory/management experience, desired
• Commissioned Notary Public, desired

The salary range for this position is estimated to be $94,600 - $123,000 annually.