• Answer incoming calls and field requests, as needed; maintain phone/call logs for Senior Vice Presidents, Executive Vice Presidents, and Managing Directors
• Manage all meeting and calendar scheduling
• Greet and escort guests to conference rooms, ensuring proper set-up in advance
• Coordinate travel arrangements for domestic and international business trips, including flights, lodging, car services, and reservations; create detailed itineraries
• Make copies and prepare documents (e.g., briefings) for internal and external meetings
• Conduct research and information gathering for meetings and presentations, as directed
• Compile departmental weekly reports and submit to senior management each Friday
• Track executives’ expenses; submit and reconcile expense reports; monitor group budgets
• Develop a deep understanding of RUBENSTEIN’s business and procedures
• Maintain a schedule of all vacation, personal, sick, and work-from-home time for each member of the group that is regularly relayed to Human Resources
• Scanning, faxing, printing, updating, and logging; other special projects, as directed
• Interdepartmental coordination and communication
• Provide backup support for the reception desk

• Team player and customer service oriented; ready, willing, and able to make the lives of senior executives easier by improving processes and increasing efficiency
• Must be well-organized and able to prioritize all daily activities with a keen eye for detail
• Able to anticipate the needs of the senior executives; exercise sound judgment and take initiative
• Able to manage multiple tasks with a high level of efficiency and a strong sense of urgency under tight and shifting time pressures
• Be news savvy and up-to-date on current events
• Capable of communicating effectively in written and oral presentations; able to synthesize information into a concise format
• Able to take verbal direction quickly and accurately
• Exhibit initiative and the drive to succeed; creative, curious, and energetic personality
• Resourcefulness; capacity for problem-solving
• Social media savvy; knowledge of different media-related digital platforms a plus
• Poised and polished; can interact comfortably with c-suite, celebrity, and high-level media
• Full proficiency in day-to-day tools, such as MS Office Suite, Zoom, etc.; knowledge of Photoshop helpful
• Demonstrates discretion and the utmost respect for confidentiality

• College degree preferred

• Minimum of 5 years of administrative experience supporting a senior-level executive required
• Prior administrative experience in a public relations agency or a professional services environment is helpful

DISCLAIMER | EOE | COMPANY INFO
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the incumbent in this position. This job description is subject to change as the needs and requirements of the job change. Salary commensurate with experience. We offer a competitive benefits package. All job offers are contingent on successful completion of a reference check. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor (or take over sponsorship of) an employment Visa at this time.
RUBENSTEIN is an equal opportunities employer and values diversity – EOE/AA/M/F/V/D/SO. We are committed to fostering a diverse environment in which all people are included, nurtured, and valued, and their unique perspectives support and amplify the work we do for our clients.
For more information, please visit our website: www.rubenstein.com

This is a full time position