Second Assistant to Chairman and CEO

Position: Second Assistant to the Chairman and CEO
Reports to: Executive Assistant to the Chairman and CEO
Location: 111 West 33rd Street New York, NY 10120

Position Summary:

Empire State Realty Trust seeks a Second Assistant to provide administrative and logistical support to the Chairman and CEO, reporting to the Executive Assistant. The Second Assistant should have the ability to exercise excellent judgment in a variety of situations, with strong people skills, written and oral communication, administrative, and organizational skills. The second Assistant must be a team player, able to work closely with the Executive Assistant, able to work under pressure and expected to be on call with Blackberry and computer after office hours and weekends with immediate responsiveness. This position handles details of a highly confidential, critical and sensitive nature, and must function efficiently and effectively in a professional environment.

The ideal candidate will be dynamic, energetic, have an organized planning and time management approach, and the ability to react quickly to changes as priorities are revised or reshaped in a fast-moving office environment. The successful candidate will have previous experience working with a Senior Executive and be ready and desirous for a new opportunity.

Essential Duties and Responsibilities,
but not limited to:

  • Supporting the Executive Assistant as needed with scheduling meetings, calendar
  • Fielding incoming internal meeting requests and notifying the Executive Assistant in a timely manner
  • Back up support as needed for various projects, taking detailed messages to be given to the
  • Executive Assistant for prioritizing and communicating
  • Provide administrative assistance in the executive office including preparing communications, documents, presentations and reports in a timely, effective, and efficient manner
  • Assist other departments to obtain any needed signatures or approvals from the C-level executives for required documentation and contracts by preparing those items for review and ensuring they flow through the office in a timely manner
  • Work closely with staff to ensure timely provision of backup and informational materials related to meetings involving the Chairman CEO/or other C-level executives
  • Handle phone calls and appointment requests
  • Demonstrated strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Solid interpersonal skills and the ability to build relationships with employees and business constituencies alike
  • Expert level of written and verbal communication skills. Dictation transcription is preferred
  • Must be fully dedicated to the position and available to address critical travel and other issues after hours and on weekends as necessary - essential and critical requirement for this position.

Daily duties include,
but not limited to:

  • Answer CEO’s phone
  • Send calendar recaps each night before leaving the office
  • Send first draft of driver’s schedule each Tuesday (Executive Assistant makes updates thereafter)
  • Send six month calendar on 15th of month
  • Confirm all meetings, breakfasts, lunches, dinners and travel for the next day. Contact all attendees and get confirmation, contact all hotels, restaurants, pilots, doctors, etc. to confirm reservations and appointments
  • Double check calendar, if you see something out of place tell Executive Assistant. Make sure all conference rooms are booked when needed
  • When CEO has a meeting in the conference room, make sure projector, screen, skype, etc. are set up and running. Wait until all attendees are present before notifying CEO
  • Preregister all visitors coming up to meet with CEO. Provide a list of all incoming guests to Irene at reception
  • Constantly check CEO’s outbox and distribute items accordingly
  • Order lunch for CEO when he is in the office
  • Review all CEO Team emails that come in (Executive Assistant to delegate tasks)
  • Help with expense report for CEO
  • Give CEO 15 minute reminders for upcoming meetings/keep him on schedule
  • Dictations – give to Executive Assistant for review before sending to CEO
  • Backup Executive Assistant when she is out of the office
  • Run errands
  • Ad Hoc tasks as they come up

Desired Skills and Experience:

  • Ability to perform in a fast paced environment and interact with senior management
  • Strong analytical, interpersonal and communication skills
  • Excellent phone manner and management a must
  • Bachelor degree required
  • Minimum 5-8 years of experience supporting a C-Level Executive in roles that interfaced with external clients and executive management.
  • Must have superior skills in MS Word, Excel, Outlook and proficient knowledge in PowerPoint, merging documents.
  • Experience and proficiency coordinating travel arrangement and high volume appointment scheduling
  • Strong time management skills; ability to handle multiple concurrent assignments, with a high degree of accuracy, and meet deadlines in a high pressure environment
  • Prior experience preparing expense reports
  • High energy level
  • Self-starter with the ability to work independently and with minimal guidance
  • Must be fully dedicated to the position and available to address critical travel and other issues after hours and on weekends as necessary - essential and critical requirement for this position

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