Executive Assistant-New York

New York, NY, United States

THE ROLE:

We're looking for an Executive Assistant to join us in our New York office location. As a member of our team, you'll be responsible for enhanced support to our CEO along with management of our NYC office and additional support of the Executive Leadership team. The Executive Assistant role requires strong attention to detail, a tremendous amount of initiative and organizational skills and a desire to work in a fast-paced innovative growth environment. This role will also require excellent communication skills as one will maintain constant communication with senior leaders and clients. Not only does the position require and afford a high degree of independence, but you'll get great exposure to leaders across Finance, Commercial, Delivery, and more while learning the ins and outs of a growing business. As a member of the Executive Office you will have ample support, but you will be the sole Executive Assistant within the company, which will require excellent cross functional collaboration to progress your agenda forward!

If you believe in being a team player, can collaborate and communicate well with technical and non-technical audiences while bringing a result-driven, focused, high energy, confident, curious, quirky, and most of all fun sense of self, then this is the place for you.

RESPONSIBILITIES:

• Enhanced support for CEO (70%)

Proactively and accurately manage heavy calendars daily which includes internal and external meetings

Book travel and process expenses timely, exercising good judgment and adherence to our travel and expense policy

On-site meeting support (welcoming clients or external attendees, setting up conference rooms ahead of meetings, preparing and printing materials as needed, etc.)

Supporting business development efforts on behalf of the CEO through identifying & researching potential client contacts, generating leads, and uncovering high-value opportunities

Supporting the CEO in all aspects of the sales cycle, including scheduling follow-up meetings, logging activity in Salesforce and liaising with the Commercial Leads to ensure ongoing follow-up

Assist in organizing company wide and office specific activities including technical and content support for quarterly town hall and leadership meetings

Understanding leadership priorities by effectively planning meetings, interviews, and calls accordingly, and providing timely reminders to ensure punctuality and preparedness

• New York co-working space management (15%)

On-site meeting support (welcoming clients or external attendees, setting up conference rooms ahead of meetings, preparing and printing materials as needed, etc.) including networking dinners and events local to NYC

Serve as the main point of contact for the NY office and liaise with the onsite maintenance, catering, membership, and IT teams at our co-working space

End-to-end coordination of office events such as company happy hours or holiday parties

Purchase office supplies, including snacks and beverages, and manage inventory, repairs, and general troubleshooting of Factor IT equipment with support from onsite and virtual IT teams.

General administration duties as and when required

• Administrative support for Executive Leadership Team (15%)

Manage calendars, including scheduling internal and external meetings, for the EVP, Growth and Transformation and EVP, Strategy.

Process expenses for Executive Leadership Team, exercising good judgment and adherence to our travel and expense policy

Anticipate the needs of the leadership team and address potential challenges proactively by designing a forward-looking calendar cadence (weekly, monthly, quarterly routines)

Salary Range

Qualifications:

You are adaptable, authentic, accountable, and values-driven. You're a team player who exhibits personal leadership and leaves things better than you found them. You will be managing multiple people, personalities, and preferences which will require proactive organization, detail orientation, extreme time management. We're looking for someone who always gives their best and inspires others to do the same. This role requires someone who is detail-oriented, proactive, and can multitask effectively. It's no small task!

In addition to the above, here are the required skills, knowledge, capabilities, and education for this role:

5+ years of experience in an Executive Assistant to C-Suite leadership, prior experience working within a Sales organization is a plus

2+ years of experience working in a global organization, with experience arranging meetings across multiple time zones.

Excellent organizational, prioritization, and meticulous attention to detail abilities; meets deadlines

Highly proficient with the Microsoft Office suite including Outlook, Teams, SharePoint, and PowerPoint; prior experience working with Salesforce is a plus

Incredibly proactive; able to anticipate and resolve issues with minimal fuss

Resourceful; works independently in an entrepreneurial environment

Maintain discrete care and high emotional intelligence while handling sensitive information

Eagerness to learn; ambition to take on more responsibility

Excellent verbal and written communication skills

Extremely adaptable; able to adjust communication and organization style as needed for each individual level of support

Organizational fit for the Factor culture, that is, exhibit the core values of Adaptability, Accountability, Stewardship, and Authenticity >

The anticipated salary range for this role is $90,000 - $120,000. The specific salary offered to an applicant will be based on their individual qualifications, experiences, and an analysis of the current compensation paid in their geography and the market for similar roles at the time of hire. This anticipated range excludes the value of any potential incentive bonus and the value of any benefits offered.

ADDITIONAL INFORMATION

As a member of an ISO Compliant center, the candidate will be required to follow the policies and procedures on Information Security Management System in place at the Center of Excellence and globally at Factor. As a member of the Factor team, the applicant will have access to various company and client assets and will be required to maintain the level of security as identified for each asset.

Factor is an Equal Opportunity Employer. For more, visit: factor.law.com