31 jobs found

Please note that this position requires Japanese proficiency Role Description Major Japanese Bank is seeking a highly organized and proactive bilingual Executive/Administrative Assistant to provide dedicated support to senior leadership team. This role is essential in ensuring seamless day-to-day operations, managing complex schedules, coordinating travel and meetings, and serving as a key liaison across departments. Key Responsibilities • Provide dedicated support to three senior executives overseeing middle and back-office functions • Managing schedule and calendar through Outlook • Collaborate with other Executive Assistants to align priorities and maintain seamless scheduling • Arrange and book business travel, client meetings, customer events, conference calls, and reserve meeting rooms or external venues as needed • Handle expense reporting and reconciliation for travel, meetings, industry events, client entertainment, and gifts using CONCUR and COUPA • Order business cards, submit maintenance requests, and manage office supplies procurement • Coordinate food and beverage services for client meetings and make business dinner reservations • Support travel arrangements for senior executives visiting New York from the Tokyo head office Qualifications • Bachelor's degree in business administration, Communications, or a related field (preferred) • This position is an on-sight position (Midtown Manhattan), remote work may be permitted with prior approval Skills • Strong collaboration skills and the ability to build positive relationships with other EAs • Proficy in Japanese and excellent written and verbal communication skills in English required. • Basic PC literacy including Microsoft Word, Excel, Power Point, PDF tools • Familiarity with CONCUR and COUPA preferred • Ability to multitask and prioritize effectively in a fast-paced environment • Flexibility to accommodate ad-hoc tasks or schedule changes • A forward-thinking individual who can manage tasks independently • Exceptional attention to detail and commitment to high-quality work Duration: 2025 2/28

US Job Description Firm Information Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters. Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities. Position Summary This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value in the following ways: central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; a communicator linking the practice team, clients and the broader organization. Job Duties and Responsibilities Specialized legal support leading to exceptional client service. Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events to include all pertinent details (zoom links, locations, contact information), often across time zones and multiple busy calendars. Liaise with internal and external clients and support services (e.g. IT, Travel, and Office Services as well as external vendors) on behalf of the attorney and the practice team as it pertains to scheduling of meetings, events and travel. Leveraging the Firm's Travel Department while overseeing all aspects of travel planning, logistics, details and execution, to attorney's preferences, aiming to be efficient with the attorney's time during business trips, and keeping client-related components of business trips at the forefront. Track all follow-up requests (meetings, materials, deliverables). Approach all client interactions, either in writing, by telephone or in person, with professionalism, discretion, and diplomacy, as a representative of the attorney, the practice team and the Firm. Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials. Proactively prepare or coordinate preparation of background materials and due diligence for meetings to ensure attorney is prepared for meetings, events and interactions. Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memoranda. Build and maintain an effective working relationship with personnel at all levels. Effectively manage communications with high-level internal and external constituents. Process Matter Opening Forms promptly, ensuring timely follow up and assignment and communication of matter numbers. Maintain an ongoing status list of MOFs and new matters opened. Contribute to success of the attorney's financial and client growth goals. Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including those of sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or response. Maintain Outlook contacts lists, promptly adding new contacts upon introduction to the attorney and keeping up-to-date as contact information changes. Work in conjunction with Firm's Business Center to ensure prompt processing of all expenses. Process timesheets daily, drafting entries and following up as appropriate. Onsite responsibilities may include meeting clients in a professional manner; use of standard office equipment, including copiers and scanners; maintaining physical files; reviewing jobs for quality assurance; and providng support to attorneys outside of team assignments Provide support outside of standard working hours, including during evenings and weekends as needed. Additional duties as assigned. Corporate Tasks as required Westlaw/Research: Perform internet research. Request UCC lien/litigation/bankruptcy searches from various entities (both state and county). Request certified copies of formation documents from various entities (both state and county); File formation documents with various entities (both state and county) Maintain paper and electronic filings. Maintain paper files for certain Estate Accounts (i.e., for purposes of tax filings); Retrieve documents from files as needed. Maintain Client Minute Books. Litigation Tasks as required E-Filings: Federal, State and appellate court filings. Scheduling remote court appearances Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands. Depositions: Schedule court reporter for hearing and/or depositions, download transcript, and/or send to client for review. Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time. Requirements Education: Two years of college or equivalent experience required. College degree or equivalent experience is preferred. Experience: Five plus years experience in a high-level administrative support position. Experience in a law firm or other professional services firm preferred. Skills: Expert organizational skills Top-notch time management skills Streamlined and polished communication style Problem-solving orientation Ownership of the role and the responsibilities Meticulous attention to detail Ability to remain calm and poised in times of high stress Additionally: Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents Advanced Outlook skills including the calendaring and task functions Facility with Zoom and MS Teams Ability to handle confidential and sensitive matters professionally and with discretion Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations Good decision maker, strategic thinker and proven ability to manage time, people and resources in order to meet deadlines Demonstrated ability to take initiative, manage projects and handle multiple competing priorities Flexibility and ability to adapt to constantly changing priorities Project management skills/training, a plus Other Supervisory Responsibilities: None Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc. Essential Job Functions: Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis. Ability to utilize technology, including computers and telecommunication devices. Ability to handle multiple tasks and diverse work problems on a daily basis and complete assignments within set timelines. Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision. Ability to adapt to changing work situations and grasp and apply new ideas. Ability to sit and/or stand for prolonged periods, intense eye usage, and finger, hand and wrist dexterity associated with prolonged computer use. Ability to use independent judgment and discretion and adapt to changing work situations. Ability to effectively communicate with various personalities at all levels. Ability to work a minimum of 3 days in the office (and up to 5 days if required) as a member of the EA team that is required to provide coverage in the office 5 days a week Working Conditions: You will be required to work in the office a minimum of four days per week. You may occasionally be required to work hours in excess of your normal daily schedule. The specifics of your weekly schedule will be discussed with your direct supervisor. Pay Ranges: This represents the presently anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience. This is a non-exempt position. The hourly wage range for this role is $31.50 to $38.70, with an estimated annual compensation range of $65,550 to $80,500, based on expected hours. Employee Benefits Overview Our comprehensive benefits package includes: 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff) College Savings Plan Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees) Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan. Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. Qualified candidates only. No search firms.

FABULOUS OPPORTUNITY AVAILABLE Our client, a well-known academic institution, is seeking an Executive Assistant to provide support to the General Counsel. This position will be fully onsite in upper Manhattan, Monday through Friday, with the potential for temp-to-direct hire. RESPONSBILITIES will include but not be limited to: Providing high level administrative support to the Attorneys and working in collaboration and support of other administrative staff The supervision and coordination of the daily operations of the department, consisting of attorneys, one other administrative assistant, law interns, legal fellow and work-study students. Assisting the VP with other areas and business functions within the Vice Presidents' responsibilities Manage extensive calendars including scheduling and arranging meetings, conference calls, travel plans, seminars and appointments Overseeing and processing payment for invoices Create and process expense reports, edit/proofread correspondence and other written materials Open and distribute incoming mail, filing of a variety of types of documents (manually as well as electronically) Process employee transactions; coordinate interviews for law interns, attorneys and support staff and review/authorize timecards for attorneys and staff Maintain inventory of office supplies and equipment; ordering supplies as necessary and troubleshoot equipment as needed Coordinate and prepare departmental committee meetings, board meetings, and pro bono projects/assignments REQUIRED EXPERIENCE/SKILLS: Bachelor's Degree preferred 5+ years of high level Administrative/Executive support Clear and concise communication/diction, over the telephone as well as in person and with groups, and via written communications Ability to take initiative and work independently, manage challenging situations and respond to changing priorities and urgent matters, with a positive attitude and professionalism Identify, define and analyze information/situations before recommending a course of action Ability to use discretion, and good judgement when dealing with confidential/highly sensitive issues

We are seeking Administrative Assistants at all levels to fill several long-term temporary and temporary-to-regular hire positions at prestigious, well-known organization with locations in Midtown Manhattan, Upper Manhattan, and The Bronx. Successful applicants must possess: Microsoft Office Skills A professional demeanor Proper phone etiquette Ability to multi-task and perform office support duties The desire to bring their strong work ethic to a fabulous work environment These positions include entry level, mid level, and Executive level. Bilingual skills are a plus for some of these openings. If you would like to join a great team, please email your resume today. We look forward to seeing your resume.

Our client, a leading restaurant group with locations throughout NYC, has an immediate need for an experienced Executive Assistant, to join our winning team in New York. Our candidate of choice will bring prior experience as an Executive Assistant for a high net worth individual. KEY RESPONSIBILITIES: Manage the CEO's calendars, schedules, and travel logistics, ensuring optimal time management and preparedness for meetings and events. Coordinate internal and external meetings, prepare agendas and materials, and track follow-up actions to ensure timely execution. Anticipate needs; look ahead to potential challenges, prepare solutions in advance; and manage last-minute issues calmly and efficiently. Build strong working relationships with other administrators and staff to support cross-team coordination and collaboration. Handle sensitive information with the highest level of discretion and sound judgment. Represent the CEO with professionalism and integrity in all internal and external interactions. Assist with key projects and initiatives as assigned, including process improvements, events, and internal communications. KEY REQUIREMENTS: Generally expected to have at least 3 years of executive-level administrative experience in supporting a senior leader. Demonstrated ability to manage multiple priorities, anticipate needs, and exercise sound judgment. Excellent organizational and project management abilities; excels at prioritizing tasks and delivering detail-oriented, high-quality work. Skilled in handling sensitive and confidential matters with discretion and professionalism under pressure. Effective communicator across all levels; builds collaborative relationships and produces clear, professional written and verbal communications. High level of proficiency with Microsoft Office Suite and collaboration tools; experience with HRIS, CRM, or ERP systems (e.g., ADP, Salesforce, or NetSuite) is a plus. Commitment to the company's mission and values. Bachelor's degree preferred. Please apply today to be immediately considered for the role! Elgen Staffing is the fastest growing staffing agency in New Jersey. With a deep understanding of today's hiring trends and technologies we have the ability to leverage the most effective recruiting methods to find the best candidates across numerous markets and industries and place them into the appropriate position successfully. Please allow us to help you find your dream job today!

Sr Executive/Administrative Assistant Primary responsibility will be to help ensure smooth coordination and management of all administrative activities for a highly dynamic office. This will include managing Group training requirements, supporting onboarding and offboarding of new employees, coordinating meeting arrangements, standardizing and organizing Group processes, and supporting various special projects as needed. Demonstrates strong calendar management skills, including not only scheduling meetings and appointments, but also proactively coordinating complex calendars, anticipating conflicts, managing priorities and adjusting schedules in response to changing needs. Additional responsibilities include answering phones, booking travel, processing expense vouchers, escorting visitors, processing electronic shopping carts and PCard purchases, maintaining supplies, typing memoranda, entering timesheets, filing both paper and electronic information, and processing a variety of company forms. The candidate must be able to set priorities, and manage multiple concurrent tasks. Must be able to work effectively with a broad range of levels both within and outside the organization. Must be able to work independently and take initiative, while also collaborating effectively with peers and following direction from leaders. Outstanding written and oral communication skills are essential .Extensive experience with Microsoft Office suite is required. Position requires handling of classified material. Must possess strong administrative skills; self-confidence, attention to detail, mature judgment, cooperative and a responsible attitude, and a conscientious and organized approach to work in a changing environment along with the ability to work effectively in a team environment and possess great flexibility. • Proficiency with Microsoft Office (Word, Excel, PowerPoint) is required, familiarity with SAP is preferred. • Handle sensitive information in a confidential manner • Provide polite and professional communication • Must possess effective listening and problem-solving skills, attention to detail, be well-organized and able to prioritize multiple complex tasks. • Candidate can expect to work onsite 5days/wk. Preferred Skill: • Experience with SAP/SRM and electronic document management systems is preferred.

AHMC provides management services to AHMC Anaheim Regional Medical Center with 223 beds, Garfield Medical Center with 211 beds, Greater El Monte Community Hospital with 115 beds, Monterey Park Hospital with 102 beds, San Gabriel Valley Medical Center with 273 beds, Seton Medical Center with 357 beds, Seton Medical Center Coastside, a 116-bed skilled nursing facility, and Whittier Hospital Medical Center with 172 beds. The facilities are Medicare and Medi-Cal certified and accredited by The Joint Commission on Accreditation of Healthcare Organizations. The hospitals provide healthcare services reimbursed by Medicare, Medi-Cal, traditional insurance plans, PPO, HMO and under capitated arrangements. Primary Function The Administrative Assistant provides administrative support to the Senior Executive Vice President and the Corporate team in performing diversified administrative functions, which includes the maintenance of confidential records. Responsibilities Nature and Scope (Essential Functions) Maintains confidential records and correspondence in an accurate and efficient manner. Responsible for maintaining the Senior Executive Vice President's calendar and provides timely updates of any changes. Prepares, tracks, and maintains, any received requests and maintains the Senior Executive Vice President informed of the status of each request. Develops various reports/spreadsheets for assigned projects. Coordinates meetings, schedules, and maintains documentation for various programs and projects. Assists the Corporate team with different projects, including taking minutes at various meetings. Maintains the monthly meeting agenda and compiles meeting information and handouts as well as makes necessary arrangements for presentations. Prepares agenda items and action plan for follow-up items as needed. Reconciles and processes checks requests, expenditures, and invoices for payment in a timely manner. Prepares and submits monthly expenditures for Senior Executive Vice President. Maintains inventory of department supplies and orders approved expenditures. Purges corporate documents and coordinates the transfer to storage as needed. Issues ID badges for timekeeping and parking access. Abides by Code of Conduct and HIPAA compliance. Understands and complies with all policies and procedures. Interacts with all levels of employees at all facilities with professionalism, courtesy and excellent customer service. Performs other duties as assigned or required. Qualifications Bachelor's degree in business preferred. 1-2 years' experience as an administrative assistance in healthcare environment preferred or 2-3 years performing administrative duties. Must be computer literate and proficient with Microsoft Outlook, Word, Excel, and PowerPoint. Must have excellent communication, teamwork, and customer service skills. Knowledge of HIPAA and privacy regulations. Possess excellent customer service skills and communication skills. Ability to communicate effectively with internal and external resources. Ability to work independently and to maintain confidentiality at all times. Must possess excellent human relation skills. Must possess excellent critical thinking skills. Possess strong organizational skills with ability to multi-task, and prioritize workload. Ability to interpret, prepares, and present reports to management in both written and oral formats. Ability to make presentations, design and provide training education to staff and management. Accountability The incumbent is responsible for the recordkeeping of the department. The incumbent is responsible for directing the development and coordination of specific projects assigned. This position is responsible for promoting an environment of teamwork with all members of the organization. The incumbent is responsible for assuring the assigned projects are completed in a timely and efficient manner. The incumbent is responsible for developing and training staff as necessary in order to execute new programs, and/or initiatives. The incumbent is responsible for coordinating with internal and external resources to ensure the success of the assigned projects. This position is responsible for assuring all stakeholders are well informed and have the tools necessary to execute as needed. The incumbent is accountable for communicating to immediate supervisor of any possible issues which may arise in order to proactively develop an action plan to minimize or eliminate the issue. The incumbent is responsible for acting in an ethical manner at all times. The incumbent is accountable for maintaining confidentiality. The incumbent is responsible for complying with all company policies and procedures. The incumbent is responsible for complying with all local, state, and federal laws.