Executive/Personal Assistant to CEO/COO


Division

Work @ Whitecap

Location

New York, New York

Employment Type

Internal



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WhiteCap Search is seeking a highly organized and proactive individual to serve as the Executive/Personal Assistant to two executives (CEO + COO). The ideal candidate will be responsible for managing the executives’ schedules, handling administrative tasks, and running point with several departments across the firm to ensure smooth and effective functioning. 


Compensation : $75000 - $90000
Job ID : 26505

Job Functions:  

Executive Support  

  • Book all meetings as indicated by executive management  
  • Brainstorm weekly/monthly/quarterly plan and manage time allocations and meeting schedule per parameters  
  • Coordinate and schedule all vendor calls  
  • Meet daily/weekly with the CEO/COO for agenda review/action items/need to complete  
  • Prep for meetings and agendas, discuss any follow up items post-meeting  
  • Prepare materials for any important meetings, quarterback with marketing  

Events Management  

  • Oversee planning and execution of all internal events  
  • Internal communications/messaging, vendors, marketing/branding  
  • Coordinate all Women's Network meetings with committee and communication back to marketing team and employe experience department for event coordination and office engagement  

Office Management  

  • Manage inventory of supplies  
  • Order supplies/kitchen items  
  • Ensure office operations running properly/smoothly  
  • Work with building/office staff at all locations if needed (facilities)  

Training & Development  

  • Oversee all scheduling of training and development initiatives with Head of T&D  
  • Scheduling of all staff wide events and trainings, including communicating manager recommendations for staff inclusions in trainings  
  • Scheduling training preps with all managers and staff  
  • Organize training materials within SharePoint and keep folders organized  
  • Work with head of T&D on coordination of all staff nominations from management, promotion presentations, and gathering of presentation feedback for executive review and decisions  
  • Manage overarching calendar to ensure minimizing conflicts between T&D, Team Meetings, Internal Interviews, Company Events and Executive needs  

Marketing and Sales Support Projects  

  • Coordinate all team meetings  with marketing and sales support  
  • Report into COO all progress on ad-hoc projects  
  • Sit in bi-weekly marketing strategy meeting and take notes/send recaps  

Internal Hiring  

  • Run point for on-boarding and off-boarding with TA, HR, Sales Support and Team Heads  
  • Manage internal updates to training agendas and IT checklists  

Sales Expansion  

  • Book meetings with key accounts as indicated by C-Suite for business expansion  

Contracts  

  • Oversee the drafting of all new contracts  
  • Oversee all signatures for Fee Agreements and VMS  
  • Oversee all communication for COIs directly with insurance  
  • Ensure activities are logged in ATS and all documentation is maintained  
  • Develop VMS/MSP RFI schedule, execute paperwork for RFIs/RFPs  
  • Develop RFP schedule for healthcare and government, execute paperwork  
  • Oversee any reporting initiatives or audits within sales function and sales support execution  


Job Requirements:      

  • Commitment to working in our New York City office, Monday through Friday  
  • Proven experience as an executive or personal assistant to a C-Suite executive, preferably in a fast-paced corporate environment.  
  • Excellent organizational and time-management skills.  
  • Superb communication and interpersonal skills.  
  • Proficient in Microsoft Office Suite and other relevant software.  
  • Ability to handle confidential information with discretion.  
  • Flexibility to adapt to changing priorities and deadlines.  
  • High level of attention to detail and accuracy.  
  •  

If you meet the qualifications and are excited about the opportunity to support a dynamic Executive Team, we encourage you to apply by submitting your resume and a cover letter outlining your relevant experience.  

   

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.  

   

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