Rubenstein (www.Rubenstein.com) is a family-owned strategic communications firm with a rich legacy and an ambitious vision: To be essential problem solvers and partners to the world’s most innovative and interesting people and organizations.

 Rubenstein is seeking an Executive Assistant to provide support for senior executives across several functions, including the firm’s Product & Marketing group and Media Department.

The Executive Assistant will assist with research, presentations, reports, coordinating the placement of stories in the media, as well as administrative tasks (i.e. scheduling, phones). The ideal candidate is discreet, trustworthy and personable, and will have administrative experience in a corporate setting, a strong acumen for research, and excellent written and verbal communication skills. The role requires a keen attention to detail, the ability to juggle many tasks in a deadline driven environment, and a strong aptitude for Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).  

ESSENTIAL RESPONSIBILITIES

Administrative support in preparation of research, presentations, reports, media placement coordination, and other related department support needs, including:
  • Answer incoming calls and field requests, as needed; maintain phone/call logs for senior executives
  • Conduct background research to support the firm’s education and thought leadership programs via traditional methods, media coverage, and digital platforms
  • Research media contacts for distribution of relevant press releases; send tip sheets and press releases to local and national news media outlets to generate press coverage; compile press clips of media coverage for existing clients
  • Fulfill media requests by providing industry experts in a fast-paced, breaking news desk environment
  • Coordinate and confirm interview bookings
  • Assist with the proofreading and updating of case studies, presentations, and other materials, as needed
  • Maintain education calendar and assist with logistics and hospitality (food/beverage, etc.) for marketing and education events
  • Prepare PowerPoint presentations for staff meetings and education events
  • Handle all meeting and calendar scheduling; ensure proper set-up of conference rooms; coordinate travel arrangements; make copies and preparing documents for internal and external meetings
  • Track executives’ expenses; submit and reconcile expense reports
  • Develop a deep understanding of Rubenstein’s business and procedures

KNOWLEDGE & SKILLS
 
  • Must be well-organized and able to prioritize all daily activities with a keen eye for detail
  • Able to anticipate the needs of the senior executives; exercise sound judgement and take initiative
  • Able to handle multiple tasks with a high level of efficiency and a strong sense of urgency under tight and shifting time pressures
  • Be news savvy and up-to-date on current events
  • Capable of communicating effectively in written and oral presentations; able to synthesize information and research summaries into clear, concise prose
  • Able to take verbal direction quickly and accurately
  • Exhibit initiative and the drive to succeed; creative and energetic personality
  • Resourcefulness; capacity for problem solving
  • Knowledge of and experience in different media-related digital platforms, marketing and/or branding, and research
  • Poised and polished; can interact comfortably with c-suite and media
  • Full proficiency in MS Office Suite applications
  • Demonstrates discretion and the utmost respect for confidentiality
  • Team player and customer service oriented; ready, willing and able to make the lives of senior executives easier by improving process and increasing efficiency

EDUCATION & WORK EXPERIENCE
 
  • Bachelor’s degree required
  • Minimum of 2 years of administrative experience supporting a senior level executive required
  • Prior administrative experience in a public relations agency or in a professional services environment is helpful

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the incumbent in this position. This job description is subject to change as the needs and requirements of the job change. Salary commensurate with experience.  We offer a competitive benefits package. All job offers are contingent on successful completion of a reference check.

Rubenstein is an equal opportunities employer and values diversity. EOE/AA/M/F/V/D/SO.

This is a non-management position
This is a full time position

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