Executive Assistant (New York, NY)
RUBENSTEIN (www.Rubenstein.com) is a strategic communications & reputation management firm, founded by Howard J. Rubenstein in 1954. Every day, we earn our reputation by using our knowledge, network, and creativity to see around corners for our clients – navigating all media to help them solve problems, seize opportunities, and manage the risk of public moments.
Wisdom. Integrity. Vision. Hustle. Know-How. These are our values. If you share them, we want to hear from you.
THE POSITION
RUBENSTEIN is seeking an Executive Assistant to provide support for senior executives in several of the firm’s divisions.
The ideal candidate is discreet, trustworthy, and personable, and will have administrative experience in a corporate setting and specific, demonstrable capabilities, including: superlative detail orientation, the ability to juggle many tasks in a deadline-driven environment, heavy calendar management and phone work for senior leadership, flawless coordination of travel arrangements including all pre-travel prep and post-travel evaluation across multiple time zones, excellent organizational skills, superior written and verbal communication skills, a strong aptitude for Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), and a strong acumen for internet research and social media.
ESSENTIAL RESPONSIBILITIES
In addition to mastery of general administrative assignments, the successful candidate will be instrumental in the groups to organize all facets of their day-to-day activities.
KNOWLEDGE & SKILLS
EDUCATION & WORK EXPERIENCE
WORKPLACE | COMPENSATION & BENEFITS
Workplace: We operate in a hybrid workplace model with designated on-site and remote workdays. Our schedule is Monday and Friday from home, and Tuesday, Wednesday, and Thursday in the office. Staffers are required to be within commuting distance of our office on remote/flexible days.
COVID-19: Employees must be fully vaccinated against COVID-19 (i.e., at least 2 weeks after the last dose). If hired, the candidate must present proof of vaccination before the start date. Candidates may request accommodation due to disability, sincerely held religious belief or exception required under applicable law.
Compensation: $45,000 - $60,000. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on several factors, including (but not limited to): the skills, qualifications, and experience of the applicant along with the requirements of the position, and business or organizational needs. The Company reserves the right to modify this pay range at any time. Employees are also eligible for a discretionary bonus not included in this pay range.
Benefits and Perks: We offer a competitive benefits package, including (but not limited to): a 401K plan with 4% company match, commuter benefits, medical / dental / vision insurance, HSA with company funding, life insurance, long-term disability insurance, employee assistance programs, referral bonuses, facilities for a nursing parent, programming from our internal DEIA Council, professional development and education programs, entertainment discounts, team outings, and much more.
Wisdom. Integrity. Vision. Hustle. Know-How. These are our values. If you share them, we want to hear from you.
THE POSITION
RUBENSTEIN is seeking an Executive Assistant to provide support for senior executives in several of the firm’s divisions.
The ideal candidate is discreet, trustworthy, and personable, and will have administrative experience in a corporate setting and specific, demonstrable capabilities, including: superlative detail orientation, the ability to juggle many tasks in a deadline-driven environment, heavy calendar management and phone work for senior leadership, flawless coordination of travel arrangements including all pre-travel prep and post-travel evaluation across multiple time zones, excellent organizational skills, superior written and verbal communication skills, a strong aptitude for Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), and a strong acumen for internet research and social media.
ESSENTIAL RESPONSIBILITIES
In addition to mastery of general administrative assignments, the successful candidate will be instrumental in the groups to organize all facets of their day-to-day activities.
- Answer incoming calls and field requests, as needed; maintain phone/call logs for Senior Vice Presidents, Executive Vice Presidents, and Managing Directors
- Manage all meeting and calendar scheduling
- Greet and escort guests to conference rooms, ensuring proper set-up in advance
- Coordinate travel arrangements for domestic and international business trips, including flights, lodging, car services, and reservations; create detailed itineraries
- Make copies and prepare documents (e.g., briefings) for internal and external meetings
- Conduct research and information gathering for meetings and presentations, as directed
- Compile departmental weekly reports and submit to senior management each Friday
- Track executives’ expenses; submit and reconcile expense reports; monitor group budgets
- Develop a deep understanding of RUBENSTEIN’s business and procedures
- Maintain a schedule of all vacation, personal, sick, and work-from-home time for each member of the group that is regularly relayed to Human Resources
- Scanning, faxing, printing, updating, and logging; other special projects, as directed
- Interdepartmental coordination and communication
- Provide backup support for the reception desk
KNOWLEDGE & SKILLS
- Team player and customer service oriented; ready, willing, and able to make the lives of senior executives easier by improving processes and increasing efficiency
- 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 judgment and take initiative
- Able to manage 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 into a concise format
- Able to take verbal direction quickly and accurately
- Exhibit initiative and the drive to succeed; creative, curious, and energetic personality
- Resourcefulness; capacity for problem-solving
- Social media savvy; knowledge of different media-related digital platforms a plus
- Poised and polished; can interact comfortably with c-suite, celebrity, and high-level media
- Full proficiency in day-to-day tools, such as MS Office Suite, Zoom, etc.; knowledge of Photoshop helpful
- Demonstrates discretion and the utmost respect for confidentiality
EDUCATION & WORK EXPERIENCE
- College degree preferred
- Minimum of 5 years of administrative experience supporting a senior-level executive required
- Prior administrative experience in a public relations agency or a professional services environment is helpful
WORKPLACE | COMPENSATION & BENEFITS
Workplace: We operate in a hybrid workplace model with designated on-site and remote workdays. Our schedule is Monday and Friday from home, and Tuesday, Wednesday, and Thursday in the office. Staffers are required to be within commuting distance of our office on remote/flexible days.
COVID-19: Employees must be fully vaccinated against COVID-19 (i.e., at least 2 weeks after the last dose). If hired, the candidate must present proof of vaccination before the start date. Candidates may request accommodation due to disability, sincerely held religious belief or exception required under applicable law.
Compensation: $45,000 - $60,000. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on several factors, including (but not limited to): the skills, qualifications, and experience of the applicant along with the requirements of the position, and business or organizational needs. The Company reserves the right to modify this pay range at any time. Employees are also eligible for a discretionary bonus not included in this pay range.
Benefits and Perks: We offer a competitive benefits package, including (but not limited to): a 401K plan with 4% company match, commuter benefits, medical / dental / vision insurance, HSA with company funding, life insurance, long-term disability insurance, employee assistance programs, referral bonuses, facilities for a nursing parent, programming from our internal DEIA Council, professional development and education programs, entertainment discounts, team outings, and much more.
DISCLAIMER | EOE | COMPANY INFO
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. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor (or take over sponsorship of) an employment Visa at this time.
RUBENSTEIN is an equal opportunities employer and values diversity – EOE/AA/M/F/V/D/SO. We are committed to fostering a diverse environment in which all people are included, nurtured, and valued, and their unique perspectives support and amplify the work we do for our clients.
For more information, please visit our website: www.rubenstein.com
This is a full time position