Executive Administrative Assistant

Russell Tobin + Associates is currently seeking an Executive Administrative Assistant to assist one of our global entertainment clients in the New York, NY area.Job Title: Executive Administrative AssistantPay: $31.00-34.00/hr | Based on ExperienceDuration: 18-month contract | Potential Contract to HireSchedule: Mon-Fri - 40hr/wk (9a-6p)Location: HYBRID | New York, NY (M-TH - OFFICE - FRI - WFH)The Executive Administrative Assistant will support the Directors of Creative Strategy & Development, along with other members on the team. This role requires executive scheduling, travel, expense reports, meeting setup, event planning and other administrative support as needed with a high degree of international collaboration.Responsibilities:• Heavy calendar management for the Directors: ability to stay on top of ever changing calendars and coordinate, sometimes with short notice, meetings among executive teams including operating across multiple time zones.• Developing tactics to ensure executives are timely for their meetings and/or informing next meeting participants that the executive is behind. Proactively addressing conflicts and planning ahead for priority meetings.• Schedule both virtual and in-person meetings and summits, including all-hands and team building events as well as conferences via Zoom with multiple global attendees in across different time zones.• Coordinate meeting space, conference calls, or video conferences to proactively ensure the technology functions properly prior to meeting start time.• Set up business travel arrangements including complex, multi-country travel. This can include booking flights, cars, and making hotel and restaurant reservations.• Prepare executive expense reports and supporting documentation, including international travel receipts in multiple currencies. Maintain good understanding of company travel and expense policies and advise team as needed.• Proactively maintain internal Merchandise Sourcing org charts, department contact sheets, and distribution lists via GroupID• Work with facilities, reception, and IT to ensure all team needs are addressed including onboarding of new hires (email/network account creation, ordering equipment, securing workspace, ordering nametags, setting up building/network/shared drive access, etc).• Serve with Directors as contact for all team equipment purchases, placing order with IT or facilities, first obtaining manager approval, if required. Order office supplies as needed through SAP.• Extensive knowledge of company polices related to Travel & Expense, Time and Attendance and Labor Utilization record keeping. Track approved time-off requests on central calendar and ensure time is recorded in SAP.• Prepare compelling, visually-appealing executive level presentations in Powerpoint and/or Keynote.• Process liability invoices, PO invoices, subscriptions, and memberships.• Secure Backstage access for team as needed for site visits.• Respond to employee requests or concerns, addressing them or directing them to IT or facilities as appropriate.• Serve as department lead for Record Information Management (RIM)• Provide back-up to other administrative professionals within the group, as well as assist with other department administrative support responsibilitiesRequirements:• 3+ years' experience supporting a Director or above and/or equivalent experience in a fast-faced, matrixed environment.• Mastery of Microsoft Office Suite including Outlook and Word.• Exceptional PowerPoint/Keynote and Excel skills to create spreadsheets and compelling, Executive- level presentations.• Experience working in SharePoint, Box, Zendesk, SAP and Concur.• Some flexibility in your schedule – we value work/life balance, but in a pinch, a bit more time and early/late hours are occasionally needed to accommodate global time zonesNice to have:• SAP and Concur experience• International experience strongly preferred.• Microsoft Visio experience preferred.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.#LI-KW1