Executive Assistant



3-month, Contract, W-2


Onsite in Charlotte, NC


Our Client is looking to hire an Executive Assistant in the Charlotte office to provide direct support to the Global Client Solutions, Real Estate, and Fund-Investor Relations teams. The ideal candidate must be a self-starter and demonstrate excellent follow-up skills. The role includes some Office Manager duties, such as inventory management of office supplies and pantry items, as well as partnering with internal facilities colleagues for office related issues.


Duties:


* Extensive coordination and scheduling of complex internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar for senior level Professionals; includes arranging for any catering and document distribution



* Prioritize Outlook Calendar items on behalf of the Professionals, informing them of meeting changes and keeping them on schedule throughout the day


* Schedule meetings and conference rooms as necessary


* Coordinate all aspects of domestic and international travel (air, ground, and lodging), both business and personal; manage payment and maintain real time tracking of meeting and itinerary changes


* Participate and manage ad hoc projects from end to end


* Organize and create cash and AMEX expense reports using Concur



* Answer phones, screen calls, and take messages as appropriate


* Manage copy/print jobs that will entail high volume output, binding (GBC machine), and distribution to relevant recipients


* Maintain documents, records, reports in a discreet and confidential manner


* Provide back-up support and a high level of collaboration across teams to other Executive Assistants in Phone Group, this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings etc.


* Track and update weekly pipeline in Excel



* Assist on NDA process



* Special projects as assigned


Educations & Qualifications:


* Bachelors Degree strongly preferred, but not required


* 5+ years of experience as an Executive / Administrative Assistant supporting a team of professionals in a fast-paced environment


* Effective prioritization of multiple professionals


* Travel coordination; domestic & international



* Technical proficiency; programs used include, MS Word, Excel, PowerPoint, Outlook, WebEx, Concur



* Participation in general administrative duties, ad-hoc projects


* Experience in managing multiple calendars, scheduling appointments, and screening incoming calls


* Ability to partner and collaborate across teams


* Background in financial services a plus



All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our c