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Administrative Assistant

  • New York, NY
  • Regular Full-Time
Job ID 7932034

Overview


The Administrative Assistant will support the CEO for TMP Worldwide and aid the Recruitment Department as well.

Our Company

We are an international, cutting-edge, specialized marketing company with ~800 people globally. We’re extremely fast-paced, innovative and take an integrated approach to serving our clients with our targeted digital marketing efforts. We work with F500 brands and we change people’s lives.

Responsibilities:

CEO:

  • Coordinate and ensure that the CEO has regular and reliable car service for daily transportation as well as for out of town
  • Manage all meeting and event coordination – internal and external
  • Coordinate screening of incoming meeting requests for CEO
  • Schedule internal meetings (Monthly/ Quarterly/Annual reviews, Division meetings, leadership meetings, quarterly board meetings, )
  • Schedule external CEO meetings (Client meetings, vendor meetings, external/leadership team meetings)
  • Book and prepare conference rooms for monthly meetings
  • Plan, order/pick-up and coordinate meals and refreshments for CEO when she is in the office
  • Coordinate meeting needs (A/V support, conference call dial-ins, printed documents, computer access, etc.)
  • Plan and manage communications to meeting attendees
  • Maintain clear and up-to-date meeting information on the CEO’s calendar
  • Process domestic T&E reports and handle reimbursements, confirming receipt, processing and payment back to the CEO
  • Answering of phone & checking voicemail when CEO is not available

Recruiting:

  • Contacts candidates and maintains communication throughout the recruiting process
  • Schedules phone and in-person interviews for external and internal candidates, working across multiple time zones with multiple internal stakeholders
  • Ensures candidates and interviewers are fully confirmed and all necessary information has been shared with participants
  • Contacts the candidates for follow-up and collection of needed documents and information
  • Conducts and documents references checks
  • Assists Recruitment department in maintaining consistent and relevant communication with managers regarding interviews, offers, background checks, new hires and orientations
  • Maintains internal project management database with up-to-date details about candidates and status

Requirements for consideration:

  • Bachelor's degree in business administration, hospitality, travel/tourism or a related field required
  • Some experience in event planning highly desired
  • Excellent oral and written communication skills
  • Demonstrated ability to draft memos, correspondence and email communications
  • Must be highly-detail oriented and accurate to a fault
  • Highly comfortable working in a fast-paced environment with frequent change
  • Demonstrated ability to multiple projects and follow through in a timely manner
  • Must be able to handle confidential information in a professional and discrete manner

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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