Report this job

---

What is the problem? *

Incorrect company
Incorrect location
Job is expired
Job may be a scam
Other

Job Description: Supplier Intake Questions:

Does this position have the potential to convert to direct? No
If yes, what is the conversion salary? $55/HR

What is a day in the life like for the person in this role? Field ad hoc requests from Group Head, SVP and team
scheduling, travel, expense management, research projects. Candidates must be organized and have previous
experience with expense processes.

Are there other skills/certifications required that are not listed in the job description?

- Looking for a candidate who is located in New York. Open to exploring candidates based in Los Angeles.
- Four or more years of experience in an administrative or personal assistant role reporting directly to upper
management or celebrity/high net worth individual, etc.
- Excellent written and verbal communication skills.
-Top notch organizational skills and attention to detail.
- Ability to maintain confidentiality of information related to the Executive, their employees and respective
business projects.

What are your non-negotiable requirements? Candidates must be organized and have previous experience
with expense processes.

What are 2 or 3 prescreen questions you would like to have the vendor ask the candidates and provide the
answers to along with their resume submittals?

1. How many years of related experience do you have?
2. Have you worked in a position where you have provided support to more than one person?
3. How do you prioritize your tasks on your typical workday?
4. How do you handle difficult personalities at work?
5. How would you rate your computer proficiency?

What is the Lift Requirement? 5-10 lbs.

What does the interview process look like? (Ex: Zoom/MS Teams, onsite, etc.) Zoom interview/discussion with
current EA (Nicole Kluger). Followed by in person interview with Group Head and/or Senior Vice President of the
team.

Work Shift - What are the workdays and hours? M-F, 9-6 pm

*Also open to exploring candidates who are available part time Tuesday, Wednesday & Thursday
*Prefer to start with fulltime as to not lose any standout candidates

How long do you anticipate the assignment to last? What is the possibility of extension? May 22nd Assignment
will last approximately 4 months. Extension undetermined at this time.

Work Location Is this position onsite or remote? Hybrid Based on Team need may be able to work remotely as
direct by the team. Will need to be on site for at least 4 days out of the week typically Mon - Thursday
If remote, is it fully or partially remote? Hybrid
If partially remote, how many days per week will the person be expected to be onsite? Hybrid
If onsite, what is the onsite address or location code? NY981- 200 Park NYC

What are the selling points of the location (if onsite) to attract candidates? Working with a Smart and
collaborative team. Free snacks and coffee.

What is the COVID protocol for the site? No

Will the contractor be issued a laptop? Yes

Bill rate to CBRE?

What Background investigation package is required for this assignment? CBRE Standard Package No Drug Test
Is a drug screen required? No
If yes, what panel? No
Is the MVR required? No

Is there any client specific paperwork required? No

What is the FMC Code? 170101.103306.NONCL
What is the Project ID? 10ADV0515177
What is the account + activity code?

Additional information


JOB SUMMARY:

Executive Assistant
Temp Position, May-September 2023 (5 months)

Support 1 Executive primarily (Private Hospitality Investor / President & Vice Chairman at Commercial Real Estate firm) and provide additional support to their team of 9 to ensure that business operations run efficiently.

Responsibilities:
- Manage professional and personal scheduling for Executive.
- Track, file and submit business expenses.
- Manage travel logistics, including flights, accommodations, and ground transportation for Executive.
- Proactively book and manage dining reservations.
- Provide administrative and office support for the entire team.
- Perform ad hoc personal requests as needed for Executive (ie: schedule doctors appointments, pay invoices and bills, send packages, and run local errands).
- Plan and execute small client gatherings as needed (lunches or dinners for 20 people or less).


High school diploma or general education degree (GED) required. Associate degree (AA) or equivalent from two-year college or technical school preferred. Minimum of six years of related experience and/or training. Minimum of 2 years of supporting an executive level. Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable, and courteous service to customers. Ability to effectively present information. Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and/or commissions. Conducts basic financial analysis. Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills. Advanced skills with Microsoft Office Suite required. Requires in-depth knowledge of company operations, policies, and procedures. Must have a strong command of the English language and excel in the areas of spelling, grammar, and punctuation. The purpose of this position is to provide a wide range of business operations administrative and general support duties of a highly responsible and confidential nature to executive leadership. Drafts confidential correspondence, edit documents, take, and transcribe minutes of meetings, and perform other administrative and secretarial duties. Creates, maintains, and/or updates various databases. Extrapolates, analyzes, and presents data for management information reporting purposes. Serves as a liaison between executives, internal management, employees, clients, and visitors as required. Reviews incoming correspondence via paper or email, lead initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up. Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as a liaison between departments. Plans, coordinates, and supports meeting and conferences. Arranges domestic and international travel. Coordinates data from a variety of sources for inclusion in technical reports and presentations; performs independent research and prepares information for special projects as assigned. Assists with processing department financial data as it relates to budgets, accounts payable, and generating various financial queries and reports. Administers the department/business unit record keeping system; updates various department/business unit records and publications; ensures that department/business unit files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release. Other duties may be assigned. No formal supervisory responsibilities in this position. Provides informal assistance such as technical guidance, and/or training to coworkers. Coordinates and assigns tasks to co-workers within a work unit and/or project. Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term and long-term impact to co-workers and supervisor.
Additional Sills: