Executive Administrative Assistant at Russell Tobin Executive Administrative Assistant at Russell Tobin in Woodside, New York Posted in 4 days ago.

Type:

full-time

Job Description:

Role Overview We are seeking an experienced Executive Administrative Assistant to provide comprehensive end-to-end administrative support to the senior leadership team of Brokerage Real Assets. This role requires exceptional organizational and communication skills, strong commercial judgment, professionalism, maturity, discretion, and the ability to effectively act as a liaison between executives and various internal and external stakeholders.

Key Responsibilities:

Calendar & Scheduling Management Coordinate complex executive calendars and manage scheduling priorities. Communicate and correspond with internal and external participants. Schedule conference rooms or external venues, address technology requirements, and coordinate catering arrangements as needed. Utilize professional judgment when interacting with internal and external clients, navigating the Firm effectively, responding to requests, and re-prioritizing calls and meetings as needed. Domestic & International Travel Coordination Arrange domestic and international travel, including developing detailed itineraries. Manage visa requirements and other travel-related logistics. Track travel expenses and ensure smooth travel coordination. Expense Processing & Management Prepare, submit, and monitor expense reports. Manage vendor payments and related administrative processes for team members. Executive Communication Support Provide professional telephone and email coverage for executives. Respond to inquiries, route calls appropriately, and capture detailed messages when needed. Confidential Information Management Maintain strict confidentiality and exercise discretion when handling sensitive information and executive communications. Administrative Operations & Special Projects Manage miscellaneous administrative activities, including: Technology requests Preparation of meeting materials Supply management Equipment coordination Reviewing and distributing incoming mail Maintaining a fully functioning work area Support ad hoc business event coordination and special projects/requests as needed.

Required Qualifications:

Education:

Bachelor's degree

Experience:

At least 8+ years of relevant Executive Administrative Assistant experience, preferably within the finance or investment management industry. Exceptional organizational and multitasking abilities. Excellent written, verbal, and interpersonal communication skills. Ability to work independently and proactively while also being a strong team player and taking direction when needed. Ability to prioritize tasks effectively and follow up with a strong sense of urgency. Strong judgment, attention to detail, accuracy, and accountability. Positive attitude with willingness to take on ad hoc projects. Proven ability to handle sensitive information with discretion and maintain confidentiality. Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint). Familiarity with corporate expense and travel tools, including Concur. •Salary range- $90,000 - $100,000 Base

ABOUT US

Russell Tobin is a leading minority-owned professional and technical recruitment and staffing advisory organization. We are comprised of specialized practices focusing on a variety of skill sets and industries. Having a depth and breadth of industry expertise, our subject matter experts are able to provide tailored and swift sourcing solutions to fulfill client hiring needs. In other words, we connect top talent with companies. As a certified minority-owned business, Pride Global and its affiliates - including Russell Tobin, Pride Health, and Pride Now - are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other characteristics. Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

Applicant Privacy Disclosure:

We collect personal information from applicants during the recruiting, pre-offer, and offer process. During the recruiting, pre-offer process and offer process, we may collect the following categories of personal information: Identifiers , such as name, address, and email address. Professional and Employment-Related Information , such as resume, work history, education, and qualifications. Information Voluntarily Provided by You in connection with the recruiting and pre-offer process. Sensitive Personal Information , where legally permitted and necessary, such as Social Security number and date of birth. Personal information is collected and used for the following business purposes: evaluating qualifications and eligibility for employment; communication regarding the recruitment and application process; verifying eligibility for employment; and complying with applicable legal, regulatory, and contractual obligations. Personal information is collected and used only as necessary, and we are committed to data minimization, privacy, and providing equal employment opportunities. We are an international organization, and personal information may be accessed or processed by authorized personnel or service providers located outside the United States, subject to appropriate safeguards. We restrict use and access to personal information to authorized personnel and service providers with confidentiality and data security obligations. We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. For information about our privacy practices, please review our Privacy Policy at: https://prideglobal.com/privacy-policy If you do not consent to the collection of such personal information, please advise us immediately in writing at datasecurity@prideglobal.com