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Executive Assistant Floater

Company: Bain & Company Inc
Location: New York
Posted on: January 16, 2020

Job Description:

Position Summary:Perform diversified duties to support Executive Assistants (EA), Manager Assistants (MA) and Reception on an ongoing basis. The EA/MA Floater is responsible for providing administrative assistance for Partners and Managers including: coordinating calendars, scheduling meetings/travel and assisting EA/MA colleagues with urgent requests as needed. The EA/MA Floater is also responsible for covering reception when the Receptionist is unavailable. Responsbilities and Duties:EA/MA Department Assistance

  • Assist EA/MA team with work overflow, including but not limited to expenses, meeting scheduling, graphic assistance, travel, time submission, CRM updates/mailings, phone coverage, mail merges, etc.
  • Work with the EA/MA Team Leader and other floaters to plan coverage and maintain the floater calendar
  • Ensure seamless handoff of coverage when EA/MA returns to work to prevent any yield loss for requested support
  • Working with the team and other floaters to maintain files for LT preferences so that last minute coverage is as thorough as possibleExecutive Assistant/Manager Assistant (responsibilities might include but are not limited to):
    • Manage Partner/Managers complex and ever changing calendars
    • Coordinate complex, frequently international travel arrangements, including air, hotel, ground transportation and meal reservations
    • Ensure timely administration of any required visa/travel documentation processes
    • Compile and submit time and expense reports according to policy
    • Reconcile credit card statements and resolve discrepancies
    • Employs best practices when accessing the CRM and digital mailing system, including timely and accurate creation/updating of contact information, according to global data standards and active management of partner/manager mailing lists
    • Build and maintain cooperative relationships with clients and colleagues at all levels both internally and externally
    • Work in a partnering system with other EA/MAs to provide phone coverage/work sharing, etc.
    • Receive, screen, and route all incoming telephone callsReception
      • Operate telephone console; receive and screen incoming calls and route to appropriate person or location
      • Greet clients, recruits and visitors and route to appropriate person or location
      • Ensure a professional, secure environment at the front desk
      • Reserve conference room space and settle space conflicts for events, meetings, etc. through internal conference room systemsPerform other duties as required by management.Qualifications:
        • Minimum 3-5 years corporate business experience, providing direct administrative support to executive levels is required.
        • Bachelors degree or an equivalent combination of education, training and experience is required.
        • Strong interpersonal and customer service skills
        • High degree of flexibility
        • Ability to work independently and as a team player
        • Attention to detail and accuracy
        • Proficiency with the Microsoft Office Suite a must (Microsoft Outlook, Word, Powerpoint, Excel)External Job Title: Executive Assistant Floater ID: 2019-4092 Post: External Career Portal: 12/11/2019 External Company Name: Bain & Company Inc External Company URL: http://www.bain.com/bainweb/home.asp Street: 1114 Avenue of the Americas

Keywords: Bain & Company Inc, New York , Executive Assistant Floater, Other , New York, New York

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