Executive Assistant

HL Group in New York City, NY

  • Type: Full Time
position filled
EXECUTIVE ASSISTANT

HL Group is a New York-based communications firm seeking an Executive Assistant to support the firm’s CEO and President, accomplished professionals with deep experiences in global marketing and media. HL specializes in public relations strategies for a diverse clientele spanning fashion, luxury, lifestyle, travel, interior design, spirits, media, and entertainment sectors.

Candidates must be extremely detail and solution-oriented, have superior communication and organizational skills, as well as a strong desire to learn the business.

ROLE & RESPONSIBILITIES

• Maintain and manage calendars, including scheduling appointments, coordination of meetings (internal and external), conference calls, etc.
• Create and maintain detailed task lists and daily schedules; ensure that all are reviewed and updated regularly.
• Responsible for keeping executives on time and on schedule. Manage non-scheduled internal meetings as needed.
• Coordinate all schedules and activities with company driver for CEO
• Manage all incoming calls in a polite and professional manner, take thorough messages and direct accordingly
• Coordinate all travel arrangements, including managing all reservations and creating detailed trip itineraries
• Responsible for submitting and managing expense reports
• Coordinate conference rooms and provide light catering as needed for client meetings
• Prepare or coordinate background information needed for new business or interview meetings
• Light coordination of personal appointments, schedules and travel
• Coordinate/participate in “special projects” as needed (i.e. NYFW or client event staffing)

QUALIFICATIONS

• Bachelor’s Degree preferred
• Minimum 5 years’ experience as an Executive Assistant or relevant Administrative Assistant experience
• Ability to remain flexible, proactive, resourceful, and efficient while under pressure
• Must be exceedingly organized with a strong attention to detail
• Must have interpersonal, verbal, and written communication skills
• Professional demeanor and high level of discretion required
• Appearance and dress must be appropriate and professional
• Proficiency in Microsoft Office programs including Word, Excel, PowerPoint, and Outlook

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