Executive Assistant

Job Summary

Provides administrative support to Company executives. Answers phone, prepares executive correspondence, arranges travel, and coordinates special events.

Essential Duties and Responsibilities

• Performs administrative tasks including answering phones, coordinating meetings, coordinating meal arrangements and catering for meetings, and saving, organizing, and filing electronic documents.
• Regularly updates reference materials and hotel directory for use companywide. Sets up contacts, pricing, and billing with hotels using AmTrav (travel management software).
• Works with the executive team on correspondence, meeting agendas, corporate calendar, and other meetings.
• Reconciles Company purchase card receipts for executives and retail leaders.
• Arranges travel for Company leaders and partners as needed by handling event registration, travel and hotel accommodations.
• Arranges charter flights for company executives.
• Processes Company credit letters for new vendors.
• Collects, processes, and obtains approval for ethics requests. Maintains request records in database.
• Works with Executives on Board and Committee reports.
• Helps coordinate monthly Corporate Partner Council meetings and meals.
• Assists executives with initiatives, programs, presentations and reports.
• Backs up Corporate Receptionist for breaks and lunches occasionally.

Knowledge, Skills and Abilities

• Intermediate knowledge of Microsoft Office applications including Excel, Word, Outlook and PowerPoint.
• Basic mathematical skills.
• Ability to maintain high levels of confidentiality regarding sensitive information.
• Ability to communicate effectively in written and verbal form with diplomacy, tact, and professionalism.
• Ability to multitask and handle multiple projects on-going at the same time.
• Ability to comprehend and interpret information.
• Ability to prepare reports and business correspondence.
• Ability to reason, form concepts and recognize and solve problems.
• Ability to organize, prioritize, and manage time.
• Ability to show information in presentation or diagram form.
• Ability to research information, establish facts and draw valid conclusions.
• Ability to learn new technology systems, methods and processes.
• Ability to occasionally travel to off-site and out-of-town locations with possible overnight stays.
• Must be attentive to potential hazards and remedy or place appropriate warning signs or devices around or near the hazard as soon as is reasonably possible.
• Must report any potential hazards that cannot be immediately remedied to a supervisor.

Education, Experience, and Qualifications

• Associates Degree in related field and 2 or more years of related experience; or an equivalent combination of experience and/or higher education required.
• Minimum of 21 years of age required.
• Partners must be 21 years of age or older to drive for Company business in accordance with the BGC Business Driver Policy.

Physical Demands

• Continuously required to use close vision, distance vision, depth perception or the ability to focus.
• Continuously required to talk and hear.
• Continuously required to use fine finger movements (ex. sorting and typing).
• Frequently required to use hands for reaching, touching or handling.
• Frequently required to sit for long periods of time.
• Occasionally required to push, pull, maneuver or lift objects up to 40 lbs.
• Occasionally required to bend, kneel or squat.
• Occasionally required to stand or walk.
• Attendance at work is required.

Work Context and Environment

• Work is generally performed in an office environment.
• Quiet to moderate noise level.