Executive Assistant

Company: Aston Carter
Location: New York
Posted on: March 19, 2023

Job Description:

Job Summary: Provide comprehensive administrative support to Stakeholders and office for a top International Commercial Insurance Company as well as Underwriting Leadership support. Utilize scheduling, event planning, and Outlook throughout the day to create a steady workflow. Act as an Executive Assistant for the Legal team.Key Responsibilities:

• Facilities Support
• Booking travel as needed
• Collect Minutes for meetings
• Daily lunch ordering
• Manage Calendar for Stakeholders of Legal team
• Mail, deliveries, shipments
• Working with internal Facilities team to adhere to standards of office environment and quality
• Maintain tidiness of common areas including kitchen and conference rooms
• Order supplies and restock items on a regular basis
• Issue and update employee key cards
• Refilling copier/printer and handling issues that may arise with equipment
• Manage ad hoc tasks/projects as requestedFocus Group/Underwriting team leader support:
  • Provide administrative support to Focus Group Leaders and Underwriting team leaders.
  • Arrange internal/external meetings including: booking meeting rooms/venues; booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements; liaising with training providers where necessary
  • Coordinating travel arrangements; this includes booking flights, accommodation, producing itineraries
  • Complete expense reports
  • Collect and report on minutes
  • Provide diary management support as appropriate, including: acceptances/declines for meeting requests, act as "gatekeeper" to meeting requests, ensuring adequate preparation and travel time is allotted
  • Attend various team meetings, complete minutes, reports, action items, and documents from meetings.
  • Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team
  • Accurately monitor and record gifts & hospitality expenses for the team.
  • Manage ad hoc tasks/projects as requested. Skills:
    • Executive Assistant
    • Minute Tracking
    • Legal Assistant
    • Calendar Management
    • Office Administration
    • Travel Booking About Aston Carter: Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you. At Aston Carter, we're dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions - from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless. Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients' capabilities by seeking solvers and delivering solutions to address today's workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit . Aston Carter is a company within Allegis Group, a global leader in talent solutions. The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call or email for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

Keywords: Aston Carter, New York , Executive Assistant, Other , New York, New York