Position: Executive Assistant
Department: Emigrant Fine Art Finance
Reports To: President
Employment Status: Full-Time, In Office
Office Location: 22 Vanderbilt, New York, NY
Job Summary
The Executive Assistant ensures the smooth day to day operations of Fine Art Finance. This position reports directly to the President and supports the entire division.
Essential Responsibilities and Duties:
- Manage all communications for the President, including telephone, email, mail and fax.
- Manage office correspondence, filings and all office systems.
- Support business development activities, including marketing materials, events, appointments and mailings.
- Proof and edit written materials and coordinate public relations activities.
- Handle invoices, expense processing and bookkeeping.
- Responsible for account reconciliation and budget preparation.
- Prepare and document bank procedures and policies, including security, compliance, safety and privacy statement.
- Make all travel arrangements and schedule meetings for President.
General Responsibilities:
- Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
- Participate in proactive team efforts to achieve departmental and company goals.
- Perform other duties as assigned.
- Receive guidance with respect to general objectives; in the majority of tasks and projects assigned, determine methods, work sequence, scheduling, and how to achieve objectives of assignments; operate within specific policy guidelines.
- Handle multiple tasks simultaneously.
Qualifications:
- Bachelor’s degree from four year college or university.
- One to two years related experience and/or training; or equivalent combination and experience.
- Previous experience in finance, financial analysis and/or academic background in these areas highly preferred
- Proficiency with Word, Excel, and PowerPoint.
- Excellent oral and written communication skills
- Detail-oriented with strong organizational and time-management skills
- Ability to multi-task and manage numerous projects at once
Additional Requirements:
- Able to hear, understand and respond appropriately to others in person or with other communication devices.
- Able to read and observe surroundings.
- Able to physically perform duties at the speed, mobility and force necessary.
- Able to manage emotional and mental state while performing various job duties.
- Able to verbally communicate in English, thoughts and questions at a reasonable level of articulation.
