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Job Title
Executive Assistant – Business Information Officers
Job Description Summary
Job Summary: The Executive Assistant will provide comprehensive administrative support to three Executive-level leaders, including managing calendars, scheduling meetings, coordinating travel & expenses, organizing events, and preparing documentation. The ideal candidate will have 3-5 years of experience in a similar role, demonstrating exceptional organizational skills, able to handle highly confidential information, and has high proficiency with the Microsoft Suite of products.
Job Description
Calendar Management
• Scheduling: Coordinate and manage 3 executive calendars, including meetings, appointments, and travel arrangements.
• Conflict Resolution: Resolve scheduling conflicts and prioritize appointments to ensure optimal use of the executive’s time.
Meeting Coordination
• Preparation: Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Logistics: Arrange meeting logistics such as location, equipment, and catering.
• Minutes: In some cases, take detailed minutes during meetings, track action items, and follow up on decisions.
Travel Arrangements
• Booking: Plan and book travel arrangements, including flights, accommodations, and transportation.
• Itineraries: Create detailed travel itineraries and ensure all logistics are in place for smooth travel.
Administrative Support
• Office Management: Oversee onboarding of new resources, ordering of equipment, and other administrative functions.
• Expense Reports: Process expense reports and manage budgets related to executive activities.
• Budget and Contract Management Support: Help with budget tracking, accruals, statement of work processing and document organization/storage in Contract Management tool.
• All other activities and support as Requested by Business Information Officers
Event Planning
• Organization: Plan and coordinate company events, conferences, and other special events.
• Execution: Manage event logistics, including invitations, agendas, and follow-up.
Confidentiality and Discretion
• Sensitive Information: Handle confidential and sensitive information with the highest level of discretion.
• Trust: Maintain trustworthiness in managing executive-level information and decisions.
Problem Solving
• Issues: Address and resolve issues as they arise, demonstrating proactive problem-solving skills.
• Adaptability: Adapt to changing priorities and handle unexpected challenges effectively.
Qualifications:
• Experience: 3-5 years of experience as an Executive Assistant or in a similar administrative support role, with proven ability to support multiple executives.
• Skills: Advanced proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint). Strong organizational skills with a keen attention to detail.
• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with senior executives and stakeholders.
• Time Management: Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Discretion: High level of discretion and confidentiality in handling sensitive information.
Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.
