Administrative Assistant – story of job in New York

STAND 8 provides end to end IT solutions to enterprise partners across the United States and with offices in LA, Atlanta, New York, Chicago, and more

We are seeking a proactive and highly organized Executive Assistant to support our Senior Vice President (SVP) with a variety of administrative tasks. The ideal candidate will have experience supporting executive-level staff, preferably within the travel industry, and will excel in managing complex schedules, maintaining digital files, and ensuring seamless daily operations.

Critical Skills and Must-Haves

• Previous Executive Assistant experience: Especially supporting executive-level management.
• Travel industry experience: Highly desirable for context in managing related tasks.
• Schedule and digital file management: Expertise in keeping schedules and files organized and up-to-date.

Must-Have Qualities

• Flexibility: Ability to adapt to changing priorities.
• Multi-tasking and prioritization: High efficiency in handling multiple responsibilities.
• Strong organization skills: Able to maintain meticulous organization for quick reference and tracking.
• Calendar management: Skillful at managing complex, frequently changing executive calendars.
• Attention to detail: Essential for accuracy in all tasks and communications.
• Clear articulation and excellent grammar: Strong written and verbal communication skills; able to correspond effectively with senior-level EAs.
• Microsoft Office proficiency: Particularly with Outlook, Excel, and PowerPoint.
• Confidence and professionalism: Comfortable presenting to and working closely with senior management.
• Process improvement mindset: Able to streamline and create more efficient administrative processes.
• OneDrive and inbox organization skills: Expert at structuring files and folders for easy access and document tracking.

Responsibilities

• Inbox management: Monitor SVP’s inbox, flagging critical/time-sensitive issues and responding on behalf of the SVP as needed.
• Email organization: Create and maintain organized filing systems for emails, using identifiable search terms for quick retrieval and follow-up.
• Project coordination: Track and ensure the completion of project tasks and action requests assigned to team members.
• Calendar management: Arrange and adjust internal meetings, conference calls, vendor appointments, events, and other appointments as priorities shift.
• Executive liaison: Coordinate with C-level office staff on executive travel and assist in addressing any concerns.
• Vendor management: Maintain a database of supplier and vendor contracts, advising of upcoming renewals or expiration dates.
• Travel coordination: Book and manage business travel arrangements for the SVP.
• Expense reporting: Prepare and organize expense reports, ensuring accuracy and timely submission

Additional Details

The base range for this contract position is $30 – $36/per hour, depending on experience. Our pay ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hires of this position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Qualified applicants with arrest or conviction records will be considered.

Benefits

• Medical coverage and Health Savings Account (HSA) through Anthem
• Dental/Vision/Various Ancillary coverages through Unum
• 401(k) retirement savings plan
• Company-paid Employee Assistance Program (EAP)
• Discount programs through ADP WorkforceNow

About Us

STAND 8 provides end-to-end IT solutions to enterprise partners across the United States and globally with offices in Los Angeles, Atlanta, New York, Mexico, Japan, India, and more. STAND 8 focuses on the “bleeding edge” of technology and leverages automation, process, marketing, and over fifteen years of success and growth to provide a world-class experience for our customers, partners, and employees. Our mission is to impact the world positively by creating success through PEOPLE, PROCESS, and TECHNOLOGY. Check out more at www.stand8.io; and reach out today to explore opportunities to grow together!