Jobs · Administrative · New York

Executive Assistant

On-siteAdministrative$60k–$70k/yrFull-time
We need to output HTML fragment with sections: headings

for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Use
  • for any list of duties/requirements/benefits. Use

    for prose. Do NOT repeat job title as heading. Do NOT put Job ID/requisition numbers as headings. Remove boilerplate, navigation, legal, EEO, equal-opportunity, scam-warning, duplicated lines, application instructions. Preserve all substantive info. Include a section only when posting has real, specific content for it. Avoid filler like "commensurate with experience", "not specified", etc. Do not create Pay/Schedule/Benefits sections unless posting actually states them. The posting includes Salary Range: $60,000 - $70,000. That's pay info. So we can include a Pay section with that range. Benefits: they list many benefits. So Benefits section. Schedule: they mention Full Time/Non-Exempt. That's schedule info. So Schedule section. Also there is Area of Talent: Administrative, Position Type: Full Time/Non-Exempt, Office Location: NYC/ Financial District. That's metadata; we can fold into a short

    maybe under About the role? Or we could have a section "About the role" with summary. The posting includes Position Summary paragraph. So we can have About the role section containing that summary plus maybe area of talent, location. But we must not repeat job title. Use

    for section headings. We need to decide sections: About the role (summary), Responsibilities (list), Requirements (maybe combine qualifications and skills?), Qualifications (maybe required qualifications), Skills (maybe list of skills), Benefits, Pay, Schedule. We must not create sections with filler. Ensure each section has substantive content. Let's extract: About the role: Position Summary paragraph: "The Executive Assistant provides executive administrative support to the Chief of Staff in the President’s Office and the Executive Vice President, Asset Management & REMIC. This individual will also assist and support other members of the senior leadership team and serve as a back-up and partner to the President’s Executive Assistant. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to assigned executives." Also we could include Area of Talent: Administrative, Position Type: Full Time/Non-Exempt, Office Location: NYC/ Financial District. But Position Type and schedule maybe go to Schedule section. Area of Talent maybe part of About the role. Responsibilities: list of duties from "Job Responsibilities:" bullet list (though not bullet but sentences). We need to turn into
    • . Let's extract each duty: - Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and arranging travel plans, itineraries and agendas. - Manage active calendars of appointments, identifying and anticipating potential conflicts for the weekly schedule and helping to ensure that schedules are followed and respected. - Prepare and submit expense reports and coordinate the timely submission of team members’ timesheets. - Draft, compile, and prepare correspondence, briefing documents, and other materials, including sensitive and confidential communications, in advance of meetings. - Research, prioritize, and follow up on matters directed to executives, including sensitive or confidential issues; determine the appropriate action, referral, or response, as appropriate. - Compile documents and preparatory materials in advance of meetings (duplicate of previous? Actually there is "Compile documents and preparatory materials in advance of meetings" appears twice? The text: "Compile documents and preparatory materials in advance of meetingsConserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications." It seems a run-on. We need to parse: after "Compile documents and preparatory materials in advance of meetings" then "Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications." So separate items: - Compile documents and preparatory materials in advance of meetings - Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. - Coordinate and schedule candidate interviews in support of hiring efforts across departments. - Assist in planning employee events, including coordinating with vendors, managing space logistics, arranging setup, cleanup, and submitting expense requisitions in a timely manner. - Assist with outreach and registration of staff for major conferences, managing set up for large meetings - Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. - Proactive anticipation of executives’ needs and able to work independently to make administrative decisions and requests for information on behalf of the executives. - Complete other duties as assigned We need to ensure no duplication. Required Qualifications: "Bachelor’s or associate degree preferred; or a minimum of five years of relevant experience supporting executive staff. Exceptional interpersonal, verbal, and written communication skills, and the ability to build relationships with staff and external partners. Strong organizational skills with excellent attention to detail. Advanced computer skills with Microsoft Office Suite including Outlook, Word, PowerPoint, Excel, and electronic signature software. Demonstrated proactive approaches to problem-solving with strong decision-making capability. Tact and good judgment in confidential and sensitive situations" These could go under Requirements or Qualifications. We'll have a Requirements section (maybe combine required qualifications). Skills maybe separate but we can incorporate into Requirements. However we need to follow instruction: use headings for sections like Requirements, Qualifications, Skills. We can decide to have Requirements (list of required qualifications) and Skills (list of skills). But we must not create thin sections. Perhaps combine required qualifications and skills into one Requirements section. But we have to follow instruction: "Use

      for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It's just examples; we can choose which to include. We should include sections only when there is real specific content. We have content for Responsibilities, Requirements (or Qualifications), Benefits, Pay, Schedule, About the role. We might not need separate Qualifications and Skills if we combine. But we could split: Requirements = required qualifications (education/experience). Skills = skills list (communication, organizational, computer, problem-solving, tact). That would give us two substantive sections. Let's extract: Required Qualifications (education/experience): - Bachelor’s or associate degree preferred; or a minimum of five years of relevant experience supporting executive staff. Skills: - Exceptional interpersonal, verbal, and written communication skills, and the ability to build relationships with staff and external partners. - Strong organizational skills with excellent attention to detail. - Advanced computer skills with Microsoft Office Suite including Outlook, Word, PowerPoint, Excel, and electronic signature software. - Demonstrated proactive approaches to problem-solving with strong decision-making capability. - Tact and good judgment in confidential and sensitive situations. That seems reasonable. Now Benefits: list from "HDC demonstrates a strong commitment to its employees by providing a salary that is competitive and commensurate with experience and excellent benefits, including: Health Benefits at a reasonable cost Dental and Vision Benefits at no cost Retirement savings plan with a generous match and a pension plan Paid holiday, vacation, sick time and parental leave Professional development opportunities Public Service Loan Forgiveness for eligible employees Wellness reimbursement Back-up Caregiver Benefit" We need to turn into list items. Note: "salary that is competitive and commensurate with experience" is filler? It's a phrase but we already have Pay section with range. The benefits list includes those items. We'll exclude the phrase about salary being competitive and commensurate with experience as it's filler? It's not a benefit per se but it's part of benefits description. However we should preserve all substantive information; that phrase is somewhat generic but still part of benefits description. However instruction says: Do NOT include filler like "commensurate with experience", "not specified", etc. So we should avoid that phrase. So we will list the benefits items. Pay: Salary Range: $60,000 - $70,000. Schedule: Position Type: Full Time/Non-Exempt. Also maybe mention office location? But schedule section is for schedule info. We'll put Full Time/Non-Exempt. About the role: we have Position Summary plus maybe Area of Talent and Office Location. We'll include Area of Talent: Administrative, Office Location: NYC/ Financial District. That's substantive. Now we need to output HTML fragment only, no /, no markdown fences. We'll structure:

      About the role

      The Executive Assistant provides executive administrative support to the Chief of Staff in the President’s Office and the Executive Vice President, Asset Management & REMIC. This individual will also assist and support other members of the senior leadership team and serve as a back-up and partner to the President’s Executive Assistant. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to assigned executives.

      Area of Talent: Administrative

      Office Location: NYC/ Financial District

      But we should avoid using ? Not prohibited. Could just include as plain text in

      . Might be okay. Better:

      Area of Talent: Administrative

      etc. Now Responsibilities:

      Responsibilities

      • Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and arranging travel plans, itineraries and agendas.
      • Manage active calendars of appointments, identifying and anticipating potential conflicts for the weekly schedule and helping to ensure that schedules are followed and respected.
      • Prepare and submit expense reports and coordinate the timely submission of team members’ timesheets.
      • Draft, compile, and prepare correspondence, briefing documents, and other materials, including sensitive and confidential communications, in advance of meetings.
      • Research, prioritize, and follow up on matters directed to executives, including sensitive or confidential issues; determine the appropriate action, referral, or response, as appropriate.
      • Compile documents and preparatory materials in advance of meetings.
      • Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
      • Coordinate and schedule candidate interviews in support of hiring efforts across departments.
      • Assist in planning employee events, including coordinating with vendors, managing space logistics, arranging setup, cleanup, and submitting expense requisitions in a timely manner.
      • Assist with outreach and registration of staff for major conferences, managing set up for large meetings.
      • Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
      • Proactive anticipation of executives’ needs and able to work independently to make administrative decisions and requests for information on behalf of the executives.
      • Complete other duties as assigned.
      Now Requirements (education/experience):

      Requirements

      • Bachelor’s or associate degree preferred; or a minimum of five years of relevant experience supporting executive staff.
      Now Skills:

      Skills

      • Exceptional interpersonal, verbal, and written communication skills, and the ability to build relationships with staff and external partners.
      • Strong organizational skills with excellent attention to detail.
      • Advanced computer skills with Microsoft Office Suite including Outlook, Word, PowerPoint, Excel, and electronic signature software.
      • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
      • Tact and good judgment in confidential and sensitive situations.
      Now Benefits:

      Benefits

      • Health Benefits at a reasonable cost
      • Dental and Vision Benefits at no cost
      • Retirement savings plan with a generous match and a pension plan
      • Paid holiday, vacation, sick time and parental leave
      • Professional development

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