Executive Administrative Assistant – New York City

Datasite

2mo ago

Job
Full-time
Senior Level
New York, +1
Quick Apply

AI generated summary

You need 5+ years of admin experience, strong project management and communication skills, Excel and PowerPoint expertise, and the ability to work independently in a fast-paced office environment.
You will manage calendars, coordinate travel, prepare reports, maintain confidentiality, communicate with executives, and support finance initiatives while ensuring smooth operations for the CFO.

Requirements

- Outstanding administrative and project management skills, with high level of attention to accuracy, detail, and organization. The ability to develop timelines and execute on time is critical.
- Demonstrated sound judgment and ability to maintain confidentiality
- Champion change by leading and motivating others in the organization
- Exceptional verbal and written communication
- The ability to work with diverse constituencies, maintain diplomacy, and negotiate tactfully and successfully
- Strong problem solving and analytical abilities
- A desire to work collaboratively across teams as well as being able to work unsupervised and make decisions
- Excellent computer/technology skills including databases and proficiency in the Microsoft Office 365 product suite (Word, Excel, Teams, PowerPoint, and Outlook)
- Ability to work in a fast-paced environment and adapt quickly to changing business needs
- Workday experience, a plus
- At least 5 years of related professional experience
- Experience managing activities on behalf of a Board of Directors
- A four-year bachelor's degree or equivalent education and professional experience will be considered
- Intermediate to advanced Excel and MS Word expertise required
- Advanced PowerPoint skills/experience required
- Minimal travel required
- Required to be in the office 4 days a week
- Typical office environment which includes extended periods of time sitting or standing, working on a personal computer, typing, using a mouse, using a phone and participating in video conferences

Responsibilities

- Provide support to the CFO & Global Finance Leadership team in all administrative needs, including:
- Manage key functions, including scheduling appointments, calendar management, coordinating travel arrangements, expense reporting, and secure e-filing
- Ensure the CFO is prepared for and has all necessary information and documents to support all appointments and upcoming deadlines
- Draft and distribute correspondence to business partners
- Ensure a conflict free calendar and allow travel time to/from meetings
- Arrange travel for CFO and other Finance team leaders and prepare expense reports in a timely manner according to current policies and procedures
- Prepare agenda items, reports, presentations, and other documents often of a highly sensitive and confidential nature
- Provide excellent customer service to both internal and external clients
- Demonstrate initiative, identify problems and solutions before they move to the CFO
- Support Facilities function for NYC office
- Prepare and maintain Finance Org charts
- Undertake other tasks and projects as may be assigned
- Work closely with other C-suite executive assistants on materials needed for management and Board of Director meetings
- Assume responsibility to ensure executives meet commitments and deadlines; confirm that materials requested from others are received and requested actions are completed
- Communicate directly, and on behalf of the CFO, with Board members, company leaders, and others on matters related to C-suite initiatives
- Provide a bridge for smooth communication between our executives and internal departments, demonstrating leadership to maintain a positive character, credibility, trust, and support with senior management staff
- Provide finance support to the Board of Directors, the Executive and Governance Committees, and other governing bodies, including:
- Manage calendars and scheduling for board and committee meetings and other activities
- Prepare finance board and committee agendas and meeting materials
- Provide logistical support ahead of, during, and after each meeting
- Provide support and coordination of various projects and tasks within the Global Finance team
- Liaise with other departments and committees to accomplish special projects for the CFO
- Outstanding administrative and project management skills, with high level of attention to accuracy, detail, and organization. The ability to develop timelines and execute on time is critical
- Demonstrated sound judgment and ability to maintain confidentiality
- Champion change by leading and motivating others in the organization
- Exceptional verbal and written communication
- The ability to work with diverse constituencies, maintain diplomacy, and negotiate tactfully and successfully
- Strong problem solving and analytical abilities
- A desire to work collaboratively across teams as well as being able to work unsupervised and make decisions
- Excellent computer/technology skills including databases and proficiency in the Microsoft Office 365 product suite (Word, Excel, Teams, PowerPoint, and Outlook)
- Ability to work in a fast-paced environment and adapt quickly to changing business needs
- Workday experience, a plus
- At least 5 years of related professional experience
- Experience managing activities on behalf of a Board of Directors
- A four-year bachelor’s degree or equivalent education and professional experience will be considered
- Intermediate to advanced Excel and MS Word expertise required
- Advanced PowerPoint skills/experience required
- Minimal travel required
- Required to be in the office 4 days a week
- Typical office environment which includes extended periods of time sitting or standing, working on a personal computer, typing, using a mouse, using a phone, and participating in video conferences, etc.

FAQs

What is the primary responsibility of the Executive Administrative Assistant at Datasite?

The primary responsibility of the Executive Administrative Assistant is to support the CFO and manage daily activities of the Finance Executive Leadership team, including administrative management, coordination with the Board of Directors, and supporting finance projects.

How many years of experience is required for this position?

A minimum of 5 years of related professional experience is required for this position.

Is a specific degree required for this role?

A four-year bachelor’s degree or equivalent education and professional experience will be considered for this role.

What are the key skills needed for this position?

Key skills needed include outstanding administrative and project management skills, exceptional verbal and written communication, strong problem-solving capabilities, and proficiency in Microsoft Office 365.

Will the Executive Administrative Assistant need to travel for this position?

Minimal travel is required for this position.

How often is the Executive Administrative Assistant expected to be in the office?

The Executive Administrative Assistant is required to be in the office 4 days a week.

What are the typical physical demands of this role?

The typical physical demands include extended periods of sitting or standing, working on a personal computer, typing, using a mouse, making phone calls, and participating in video conferences.

Are there any specific software skills required for this role?

Yes, intermediate to advanced Excel and MS Word expertise, as well as advanced PowerPoint skills/experience, are required. Experience with Workday is a plus.

Is there a pay range specified for this position?

Yes, the salary range for this position is between $62,532 and $103,920, depending on various factors such as geographic region, skills, qualifications, and experience.

Does Datasite promote workplace diversity?

Yes, Datasite is committed to maintaining a diverse workforce and believes that diverse perspectives are essential to the company's success.

Datasite

1001-5000

Employees

1968

Founded Year

Mission & Purpose

Datasite is where deals are made. We provide the data rooms and SaaS technology used in M&A and other high-value transactions. Our customers include the world’s leading investment banks, private equity firms, law firms, and corporations, across more than 170 countries. As a global equal opportunity employer, our strength in diversity comes from you. Your useful skills, your unusual experience, your unique ideas. Everyone here brings something unexpected. What’s yours? Invest your talents in us, and we’ll return the compliment.