Executive Assistant

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Job description

Executive Assistant

RTM Business Group

Hybrid in NY

Full-time

51-200 employees Market Research

Originally posted October 2024; this is a 100% hybrid, part-time role

Who We Are

RTM Business Group is a professional development conferences and events company working in EdTech, Healthcare, Government, Medical and Banking sectors. We partner with Fortune 1000 companies, catering specifically to the C-suite, providing curated content and peer-to-peer collaboration.

Our events are located in major cities throughout the country - LA, Austin, San Diego, Miami, Chicago, DC, etc Our team travels together which is a truly unique experience, different from "traditional" work travel, which in turn cultivates interdepartmental relationships and friendships that drive our collaborative culture.

About the Role

RTM is looking for a proactive and organized Executive Assistant to support our Co-Founder. You will handle day-to-day duties that include meeting scheduling, email review and correspondence, project management assistance, interdepartmental communication, administrative tasks, etc. - while maintaining the highest level of confidentiality.

The ideal candidate will have outstanding communication skills, be extremely timely and responsive, have experience supporting C-suite executives and have the ability to anticipate the Co-Founder's needs. They will be solutions-centric and be skillful in prioritization while being proactive to ensure that the Co-Founder makes the most effective use of their time and resources.

This is a temporary to permanent position. The role will start part-time, 25 to 29 hours per week. Once employed for 3 months, the position will be re-evaluated for full-time status.

This role is hybrid in NY/NJ and will have an occasional requirement to come into the RTM's Midtown NYC office as needed (a few times a month).

Requirements

Build and maintain relationships with a diverse network of individuals and organizations

Management and Prioritization of Tasks: Prioritize/organize/redirect critical tasks and items

Calendar Management: Maintain and organize the Co-Founder's calendar(s), including scheduling/rescheduling meetings, appointments, speaking engagements, and travel arrangements, both domestic and international.

Communication Management: Organize and file email correspondence to ensure professional, accurate, and timely responses while maintaining confidentiality. Keep the Co-Founder informed of time-sensitive and priority issues, ensuring appropriate follow-up.

Project and Information Flow: Provide updates on projects and programs across various departments. Manage information flow in a timely and accurate manner, acting as a liaison between the Co-Founder and other teams.

Draft and Prepare Communications: Draft internal and external communications, including memos, emails, presentations, and reports. Ensure all communications reflect the highest standard of professionalism.

Personal Assistant Duties: Assist with administrative personal tasks to be determined with the Co-Founder.

Meeting and Event Coordination: Collaborate with teams to plan and execute company events, meetings, off-sites, and other special functions. Attend key meetings, take detailed notes, and ensure timely follow-up on action items.

Problem Solving and Creativity: Be proactive in offering solutions to alleviate bottlenecks in calendars, projects, and other tasks. Work independently and within a team to plan and coordinate presentations and disseminate information.

Skills and Qualifications

3 years+ experience in supporting a senior executive or team

Excellent computer skills, including the Microsoft Office Suite, Google Drive, and Gmail

Excellent organization and time-management skills

Polished and professional communication skills, both spoken and written

Positive attitude with a proactive attitude

Punctual, detail-oriented and able to multitask under pressure

Available to reschedule/coordinate meetings/travel while out of the office as needed

Availability to travel occasionally should the need arise.

Associates Degree

Hourly rate: $31.25

RTM Business Group, provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, gender, national origin, age, disability, or any other federal, state, or local protected class.

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