Scalence L.L.C. · 2 weeks ago
Executive Assistant-Expert
New York, NY
Full-time
Onsite
Senior LevelScalence L.L.C. is seeking a highly organized and proactive Senior Executive Assistant to support the Head of IR and the Business Execution team. The role involves managing complex calendars, ensuring seamless administrative operations, and facilitating communication among stakeholders.
Information Technology & Services
Responsibilities
Ensure seamless administrative operations, handle sensitive tasks with discretion, and provide high level support in a fast-paced environment
Manages complex calendar day-to-day and aligns schedule with Head of IR’s preferences and priorities, along with strong sense of urgency and understanding of business objectives and timelines
Resolves conflicting requests independently based on knowledge of business and other priorities
Serve as the point of contact for internal and external stakeholders ensuring timely communication and information flow to both Head of IR, Business Execution team and direct reports
Work closely with the Business Execution team as well as individuals across Finance and Client to prepare Head of IR with detailed agendas, presentations and documents as well as follow up on key action items
Manages all aspects of appointment/meetings (in-person, virtual and hybrid), including monitoring attendance, requesting, reviewing and attaching materials (presentations, speaking notes, etc.) as well as logistics (e.g., meeting rooms, catering, restaurants/venue reservations, technology, printing, etc.)
Organize and execute executive events, including offsite meetings and investor/analysts’ engagements, ensuring all logistics are handled efficiently
Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system; review expense reports of others for review and sign off
Coordinates travel arrangements and develop detailed trip schedule/itinerary, including local-meetings, flights, hotels, passports/visas, ground transport, meals, and appointments
Collects various requests (e.g., meetings, actions, follow ups, etc.) by engaging and corresponding with individuals and appropriately collates and tracks independently
Builds relationships and coordinates with other Executive Assistants; serves as back up support, when required
Orders supplies and process invoices through Procure to Pay system
Qualification
Required
Proven and significant experience supporting senior C-Level executive with a complex calendar and diverse set of priorities and stakeholders, preferably within a large and complex organization
Exceptional organizational multitasking and problem-solving skills
Critical thinking skills and ability to work and problem-solve proactively and independently
Prioritization and workload management skills, including able to prioritize tasks in a fast-paced environment
Excellent verbal and written communication skills, including experience communicating with senior level executives
Self-motivated and detail oriented with excellent organizational skills
Highly proficient in Client Office (Outlook, Teams, OneDrive, PowerPoint, Word and Excel) and Adobe Pro
Strong business acumen and ability learn business/functional priorities and timelines. Able connect dots and translate to their own work
Strong discretion and confidentiality
Bachelor's/University degree or equivalent experience
Company
Scalence L.L.C.
In today’s dynamic and competitive market, success hinges on mastering three key areas: Data Intelligence, Business Resilience, and Digital Experience.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase