General Staff Jobs

Financial Services T&E Executive Assistant

Location: ONSITE – Madison Ave, New York, NY

M-F: 8am-5pm

JOB DESCRIPTION

A successful Administrative Assistant possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline motivate organization. In this role you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department’s activities and goals.

RESPONSIBILITIES

· Maintain complex and detailed calendars

· Screen incoming calls and determine the level of priority, while using caution in dispensing information

· Manage the coordination and logistics of both internal and external meetings

· Arrange and coordinate complicated domestic and international travel

· Organize all aspects for offsite conferences and external events, including catering and transportation

· Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures

· Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly

QUALIFICATIONS

Must Haves

· 5+ years of Executive Administrative experience in Financial Services/Banking or Big Corporate environment

· Experience supporting Managing Director level or above

· Experience managing calendars for high-level executives and teams

· Experience with Concur for T&E Expense (execs can have high volume of client entertainment, so there are lots of expenses)

· Proficiency within Microsoft Office (Outlook, Teams)

· Proficiency with Zoom (to help setup/coordinate internal meetings)

· Excellent telephone etiquette and ability to manage competing priorities (i.e. calendar management)

· Advanced ability to organize

· Tact and good judgment in confidential situations, and proven experience interacting with senior management

· Strong interpersonal, written, and oral communication skills

· College degree is a PLUS

DISYS

Canlan Sports is the largest private sector owner and operator of recreational sports complexes in North America. The company’s success in the recreation-entertainment & hospitality industry is attributed to a combination of innovative programming, service delivery leadership and world-class sports complexes. We understand our customers’ need for service excellence and are committed to it.

Job Summary

We are currently looking for a dedicated Office Manager who will be central to maintaining efficient office services. The successful candidate will organize office operations and provide support as the first point of contact for sports complex employees for onboarding and resolving initial queries on HR and Health and Safety Policies.

Job Responsibilities

• The Office Manager is actively involved with the daily transactions of invoicing, receipts, adjustments, vending, banking, and manual cheque issuance.
• Additionally, they ensure the payroll submissions & month end processes and reports (AR & AP) are completed on time.
• Accounting and Reporting
• Employee Onboarding

Education And Knowledge Requirements

• Diploma or Degree in Business, Recreation, Facility Management or a combination of experience and education an asset.
• Certification in Standard First Aid/AED an asset.
• Possess or willing to obtain and submit a satisfactory background checks.
• At least 3 years successful office management experience in a Sports related business.
• Previous experience with accounting and payroll systems.
• Demonstrated strong Computer Skills (Microsoft Office).
• Proven ability to prioritize effectively & work well with customers, coworkers & management.
• Creativity and innovation combined with excellent organizational skills.

NOTE: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are an Equal Employment Opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, creed, age, sex, gender, sexual orientation, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions or any other classification protected by federal, provincial and local laws and ordinances. Reasonable accommodation is available for qualified individuals with disabilities, upon request. This Equal Employment Opportunity policy applies to all practices
Canlan Sports

Executive Assistant

One of our clients is currently providing a unique opportunity for an exceptional, highly professional Executive Assistant. This key position requires superior business acumen, excellent interpersonal skills, organization, time management, and an elevated level of Microsoft Office Suite proficiency. It offers an exceptional salary and benefits package! What are you waiting for? Let’s chat!

Primary Expectations:

• Provides primary day-to-day support to the Director
• Acts as the face and voice of the executive in various interactions, protecting and preserving their time for high-level activities
• Arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings
• Organizes and facilitates internal and off-site special meetings, including procurement of catering, travel, reservations, entertainment, A/V equipment, etc.
• Maintains an active calendar of appointments, coordinating multiple schedules; manages budgets, completes expense reports; screens, composes, and prepares correspondence
• Oversee communication with office vendor
• Creates/prepares project reports, spreadsheets, and PowerPoint presentations on a weekly basis
• Projects a professional image and diplomatically maintains relationships vital to the success of the organization·
• Prioritizes conflicting needs; manages problems proactively, and follows through on projects to successful completion with little need for direction
• Thrives within a fast-paced, deadline-driven environment

Qualifications:

• 5 years of high-level Sr. Administrative Assistant/Executive Assistant support
• Ability to perform under pressure in stressful situations; available as needed, when needed
• Strong interpersonal, organizational and prioritization proficiencies
• Excellent verbal and written abilities; exceptional customer service
• Understanding of corporate culture and etiquette
• Maintains the highest levels of confidentiality and professionalism
• Exhibits flexibility, resourcefulness, self-confidence, and tact
• Dependable, punctual, and able to respond well to direction; works best autonomously after training
• Experienced in internet research and social media
• Microsoft Office Suite experience

About Morgan Hunter

Since 1986, Morgan Hunter has served Kansas City-area employers to help them meet a range of hiring needs, from temporary staffing to direct-hire placements. Thoughtful and thorough in our approach, we’re also responsive and efficient, creating a tailored hiring experience for both employer and job seeker—because everyone deserves to find the right fit.

Morgan Hunter

PRINCIPAL HOUSEHOLD COORDINATOR FOR PROFESSIONAL PRIVATE FAMILY IN MIAMI

• $225,000+ gross p.a. (DOE)
• Miami, FL
• Permanent | Full Time

The Opportunity

Chace People is looking to fill a meaningful role where you’ll be the backbone supporting a high-net-worth family in their newly founded residence in Miami. We’re seeking a resourceful Principal Household Coordinator with a keen eye for detail to assist in crafting a harmonious household environment, characterised by efficiency and warmth.

You’ll work closely with the principals, integrating smoothly with other team members and becoming a reliable point of contact in the household. You will become the bridge between the principals and the wider team, especially during an important relocation project in the initial 12 months.

Key Responsibilities

• Efficiently handling a range of errands, liaising with premium service providers and vendors.
• Driving as a core activity, including pickups, drop-offs, and procuring specialty and household items.
• Maintaining records and inventory of household purchases.
• Organising within the house including tidying up and be willing to help clean up if there is an unexpected event (entertaining, or installation for instance).
• Assisting with event preparation and greeting guests upon arrival, including front of house service and table settings.
• Coordinating Lifestyle appointments and establishing good relations with local restaurants, private members clubs, hotels and service providers.
• Acting as the point of contact for telephone calls, emails and other correspondence to the household.
• Coordinate with on-site staff as first point of contact; bridging the gap between principals with internal staff, external vendors and all stakeholders.
• Troubleshoot when things aren’t working and be-on site to manage repairs with outside vendors.
• Responsible for getting the necessary security paperwork in place with outside vendors (NDAs, COIs, etc.).
• Accurate and concise management of household documentation; filing and reporting.
• Assisting with ad hoc travel arrangements.
• Providing packing and unpacking assistance; luggage, boxes, parcels and so on.

Your Profile

An experienced professional with a deep understanding of private household and service roles, you bring a repertoire of skills, including excellent knowledge of Miami’s vibrant culture. You will seamlessly fulfil a myriad of responsibilities, showing a commitment to efficiency and reliability.

You will display loyalty and a proven history of long-term engagements in previous roles, showcasing your capacity to foster trusted relationships while upholding discretion.

Apply Today

If you are a proactive, highly organised individual with a keen eye for detail, eager to take on a role where every day is a fruitful challenge, we invite you to get in touch.

We value candidates who can bring stability, demonstrating proven experience and excellent references.

Chace People

The Boutique Coordinator is pivotal in supporting our client experience at Bulgari. A successful Boutique Coordinator will demonstrate high attention to detail, exceptional customer service skills, and outstanding communication abilities. Your primary focus will be supporting our sales team and enhancing the client experience. Your dedication to customer service and ability to efficiently manage various aspects of boutique operations will contribute significantly to the success of our store.

Who You Are:

• Versatile: Adaptable to change and consistently responsive to the evolving needs of the store.
• Driven to Learn and Grow: Passionate about continuous learning and professional development within the company.
• Efficient and Organized: Quickly grasp new concepts, excellent prioritization skills, and a commitment to maintaining a well-organized work environment.
• Customer-Oriented: Enjoys engaging with customers and consistently projects an energetic and positive demeanor.
• Strong Follow-Up & Follow-Through: Ensures all tasks are completed promptly and efficiently.
• Technologically Proficient: Possesses a basic understanding of computer systems and programs.

What You Will Bring:

• Store Support: Address daily store needs and develop a comprehensive understanding of Bulgari’s operations, policies, procedures, history, collections, and inventory.
• Brand Presentation Assistance: Maintain the brand’s high standards through a professional appearance, manner, and demeanor.
• Sales Support: Assist the sales team with various activities, including preparation, client entertainment, product presentation, and finalizing sales transactions.
• Inventory Management: Provide support during the selling ceremony and actively participate in quarterly inventory checks.
• Event Coordination: Help organize and host in-store activities such as Masterclasses, Trunk Shows, and other jewelry events.
• Customer Service Assistance: Assist with various customer service tasks, including managing repair follow-ups, handling phone inquiries, and ensuring the boutique maintains luxury standards in appearance.
• Private Client Relations Manager Coordination: Led all PCRM efforts, facilitated gifts for clients, and executed seasonal campaigns and special events.
• Flexible Schedule: Maintain availability to work a flexible schedule, including weekends and some holidays, following business needs.

Additional information:

The total compensation package for this position may also include other elements, including a full range of medical, financial, and other benefits (including 401(k) eligibility and various paid time off benefits), dependent on the position offered.

Bulgari is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex (including pregnancy), sexual orientation, gender identity, national origin, genetic information, creed, citizenship, disability, and protected veteran or marital status.

Bulgari

Mandarin Speaking Executive Personal Assistant for CEO of International Company, Austin TX

The CEO of a privately held company is seeking an Executive Personal Assistant to help support their daily operations. This individual will assist with scheduling and calendaring, website management, balancing household finances, and will have the opportunity to work with the principal on special projects. Must possess accuracy, thoroughness, attention to detail, and follow through. This is a full-time position, onsite Monday-Friday. Proficiency in Mandarin is required.

RESPONSIBILITIES INCLUDE:

• Provide all executive and personal assistance to CEO
• Communicate regularly about status of projects
• Correspond with, schedule appointments, attend, and taking care of billing for all home and office vendors
• Inventory management of household items
• Maintain calendar, including updating calendar with all details for events, and maintaining correspondence with relevant parties
• Set, monitor, and confirm appointments
• Handle all personal and business travel; coordinate with work office for business travel, develop itineraries for all travel, and submit expense reports at the completion of all business travel
• Accounting functions to include bill payment, account monitoring and budgeting
• Oversee occasional work on special projects and special events
• Manage home organization and storage
• Research details for travel, dining, entertainment, lodging, etc.
• Research and help with personal shopping and gift buying
• Organize philanthropy assignments and business offsites
• IT and AV support for office and home office
• Website management for multiple channels
• Possibility to travel

REQUIREMENTS:

• Mandarin proficiency in speaking, reading, and writing
• 3 to 10 years of executive personal assistance experience a plus
• Bachelor’s Degree – Fluency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint, videoconferencing)
• PC user ideal
• Exceptional organizational skills and detail-oriented
• Self-starter who can find tasks and projects to improve the status quo
• Strong written and verbal communication skills
• Proactive; resourceful and creative problem solver
• High level of confidentiality & discretion
• Trustworthy
• Exercises good common sense and judgment
• Ability to work well under pressure

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring

Career Group

The Executive Assistant, a newly created role based in our downtown Chicago office, will provide high-level administrative support to a group of firm executives. This individual will work independently, performing various complex and confidential administrative and clerical support responsibilities. This opportunity requires excellent organizational and interpersonal skills and the ability to provide accurate information and exceptional client service to various individuals.

General work hours are 8:30 a.m. to 5:00 p.m., Monday through Friday. Our work model is hybrid, with three days in the office per week.

A DAY IN THE LIFE OF AN EXECUTIVE ASSISTANT

You’ll play a key role in supporting our executive team (CEO and others) and coordinating events with clients, prospects, and internal stakeholders. You will organize and manage calendars, prepare meeting materials, and handle travel arrangements for our executives. In addition, you’ll assist with planning and executing events and providing marketing support. This role blends administrative, strategic, and event planning responsibilities, making it a unique opportunity for a dynamic professional who can handle various tasks and maintain confidentiality in all assignments.

ROLE RESPONSIBILITIES

• Manage and coordinate Microsoft Outlook calendars.
• Reconcile, prepare, and submit expense reimbursements following firm policies and procedures.
• Arrange and book travel, accommodations, and itineraries, and provide correspondence related to arrangements.
• Coordinate executive-level appointments, receptions, and conference calls/web meetings.
• Plan and organize internal and external meetings.
• Coordinate meeting time/date/location.
• Reserve internal resources and equipment.
• Communicate meeting logistics.
• Prepare meeting materials.
• Post-meeting neatening.
• Perform clerical responsibilities, including scanning, copying, filing, faxing, mailing, and/or FedEx shipments.
• Coordinate and execute all aspects of off-site team-building retreats and other marketing events, including venue/catering, technical equipment, guest registration, and entertainment.
• Support firm and executive team in coordinating aspects of the annual Kovitz Cares Foundation fundraising event.
• Support marketing efforts by preparing marketing materials and coordinating with Senior Advisors.
• Maintain a high level of professionalism and confidentiality.

NECESSARY EXPERIENCE

• 2+ years of relevant work experience as an executive assistant or office coordinator.
• Bachelor’s degree.
• Experience with Microsoft Office products.
• Familiarity with Concur Expense Management is desired.
• Strong interpersonal skills and client service focus.
• Team player mentality.
• Adaptable and flexible.
• Outstanding organizational capabilities.
• Willingness to work overtime hours, as needed.
• Maintain a high level of professionalism and confidentiality.
• Must be able to lift up to 20 pounds.

Kovitz

Crazy Maple Studio, Inc – a fast growing gaming studio located in the heart of Silicon Valley is looking for a Full-time Superstar Bilingual Office/HR Assistant to join on-site for a contract to potential full-time opportunity.

Since 2016, CMS has trailblazed the way for quality interactive storytelling. Through CHAPTERS: INTERACTIVE STORIES, readers immerse themselves in compelling playable novels licensed from best selling global authors. Through KISS: READ AND WRITE ROMANCE, enthusiastic players are welcomed into the world of serialized romance that they can consume and create. ESCAPE has opened up new avenues in visual narrative gaming and now CMS has ventured into the next-generation of HD streaming platforms with bite-sized episodic shows on their latest release, REELSHORT. With making its way to #3 on US Entertainment, this app is creating content that enhances the player experience.

As an HR/Office Assistant, you will be a crucial part of the team here at Crazy Maple Studio, Inc. This role is a true startup environment assistant position with responsibilities that span from day to operations and office management to assisting with primary HR needs such as job postings, answering mails, managing employee data base and recruitment.

Responsibilities:

• Assisting in day-to-day office operations, including managing correspondence, manage incoming and outgoing mails, streamline contracts, invoices and payments with China team
• Office management – replenish kitchen and other office supplies, maintain communication and coordinate with service providers
• Assisting in the recruitment and onboarding process, including posting job advertisements, screening resumes, and conducting interviews.
• Plan and execute company events for on-site and remote staff
• Assisting in the coordination of employee training and development programs.
• Assisting in the administration of employee benefits processes.
• Providing general administrative support to the Project Management and HR department
• Other responsibilities on as needed basis

Requirements:

• Bilingual – Fluency in Mandarin and English (Written and Communication)
• Familiar using Dingtalk app a plus
• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Ability to work in a fast-paced start up environment
• Prior experience in an office or HR/ Office administrative role is a plus.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and as part of a team.
• Knowledge of HR policies and procedures is desirable.

Learn more about us at https://crazymaplestudios.com

Crazy Maple Studio, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Crazy Maple Studio, Inc.

ABOUT THREE SIX ZERO:

Three Six Zero is a global management and entertainment company at the forefront of music, film, television, digital content, and Web3. Our company is home to some of the world’s most prolific talent including Calvin Harris, Marcus Rashford, FKA twigs, Skepta, Will Smith, Jada Pinkett Smith, Jaden, Willow, Jason Statham, and more. Our offices are located in Los Angeles, London, Miami, and Tokyo.

THE ROLE:

Three Six Zero Recordings is seeking an experienced A&R Coordinator to work out of our Beverly Hills Office. This role will be responsible for providing logistical and operational support across the label and will report into the General Manager. Additionally, the A&R Coordinator will act as direct A&R support to up to 5 assigned clients covering a range of genres. The ideal candidate will have experience in a comparable role – working at a label or publishing company.

OBJECTIVES/RESPONSIBILITIES:

• Work closely with the General Manager to help the day-to-day operations of the label
• Participate in and lead weekly internal team calls
• Attend weekly external team calls & provide updates to our label partner’s A&R Admin / Release Planning teams
• Oversee label submissions – review incoming submissions, organize, and track team feedback
• Track all artist costs and assist in managing the label’s recording budget internally & with label partners
• Create, collate & submit label copy & assets to label partners / distributors
• Ensure all audio is approved by label head, ahead of submission
• Assisting label manager with the release schedule
• Develop strong relationships quickly and consistently with publishers and managers
• Primary support for to the A&R team
• Direct A&R support for assigned clients
• Oversee the creative process with artist, label head and artist manager
• Source writers, top liners, artists and producers
• Coordinate studio sessions and writing camps
• Monitor deal statuses, assist in negotiation, and liaise with the legal team
• Lead sample clearances when they arise
• Ensure we have the correct paperwork for any third-party contributors
• Organize remixes and alt versions (where applicable), mixing and mastering

SKILLS AND REQUIREMENTS:

• Previous experience in a comparable role
• Must have a minimum of 2-3 years of experience working at a label or publishing company
• Ability to keep track of many ongoing projects with consistent follow up and strong execution
• Extreme attention to detail
• Logistically minded and extremely organized
• Strong presentation skills
• In addition to the usual hours, this role will be required to take calls and respond to emails outside of office hours so flexibility is key
• This is an urgent role and priority will be given to candidates with a short notice period
• Strong proficiency in MS Word, MS Excel, and Google docs/spreadsheets
• Excellent written, verbal, organizational, and interpersonal communication skills are essential
• Ability to work independently and prioritize multiple tasks with strict deadlines

Three Six Zero

Multiplatform Strategy and Social Coordinator

Location: New York, NY/ Silver Spring, MD/Hybrid
Duration: 12 months

Description:
Position Summary:
The Coordinator, Multiplatform Strategy and Social will support the ideation, implementation, and iteration of best-in-class digital content experiences for Client Factual brands.
These include Client, Animal Planet, and Science Channels.
They will report to the Vice President, Multiplatform Strategy and Social.
This is an entry level position that is ideal for a hard-working self-starter whos eager to learn the ropes of digital marketings ever-evolving and fast-paced industry.
Candidate will support the multiplatform team in conception and execution of high-quality content that engages and entertains our fans while meeting growth and engagement goals. He or she will collaborate with teams in marketing, media, video production, design and
product.
The coordinator will work closely with internal teams and external partners to ensure online content extends the brand, communicates a coherent message in sync with network initiatives, and drives viewers across all owned and operated platforms.
This candidate will also have the opportunity to be a part of the ideation and execution of key projects for the Factual brands, including Shark Week and Puppy Bowl.
Candidate will support the multiplatform team in recruitment and management of high-quality content from digital influencers for a team-led creator accelerator program.
The program is designed to identify and foster relationships with POC and underrepresented minority creators specifically while meeting program growth and engagement goals.
They will also play a role in the ideation and execution of new workstreams for digital
monetization and emerging revenue activations.

Key Responsibilities:
Promote Client Factual content portfolio using engaging social media content, campaigns, and online events
Build awareness, buzz and affinity for Client Factual brands on social media Craft original content for Client
Develop and maintain presence of programming on Client Factual website properties
Build partnerships with marketing, online, interactive media and programming departments to leverage all digital resources and assets.
Serve as the digital media expert for assigned programming
Monitor and evaluate new technologies to ensure that Client Factual brands are on cutting edge of new innovations in the digital media space
Collect data and evaluate performance digital successes and trends using key measurement techniques on the web (i.e. a Social Media company Insights, Google Analytics, etc)

Requirements:
Bachelors degree in New Media, Marketing, Journalism, Communication or related field
0-2 years experience in social media marketing or equivalent
Proficiency with MS Office suite and Adobe Creative Suite
Capacity and willingness to learn online tracking/reporting tools (Google
Analytics, a Social Media company Insights), online content management and publishing systems (Sprout Social), and social listening tools (NetBase)

Core Competencies:
Eager to continuously learn and adapt to new ideas and processes
Excellent attention to detail
Strong quantitative analysis and creative problem-solving skills
Excellent written and verbal communication skills
Able to multitask in a deadline- driven, fast paced environment
Able to prioritize and successfully complete multiple, ongoing projects.
Should be creative
Possess an affinity for detail and organization.
Create/sustain positive working relationships with various constituents (internal and external).
Openness to feedback and rapid campaign evolution; calm under pressure
Strategic thinking; business acumen.

As an equal opportunity employer, ICONMA prides itself on creating an employment environment that supports and encourages the abilities of all persons regardless of race, color, gender, age, sexual orientation, citizenship, or disability.
 
ICONMA