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Executive Assistant

Company: Gables Search Group
Location: Plainview
Posted on: October 8, 2021

Job Description:


Our clients is the world's largest supplier of GSE (Ground Support Equipment) and airport-related equipment replacement parts. They also provide supply chain management, on site supply services, single source supply, logistics solutions, engineering solutions and other cost reduction programs.

Summary of the Position:

The Executive Administrative Assistant will support the Executive Department by providing admin support to the executive leadership team under the direct supervision of CEO and Executive Vice President. This position will deal with diverse group of external callers and visitors, as well as internal contacts at all levels in the organization. Independent judgement is needed to plan, prioritize, organize, and administer a diversified workload.


Essential Job Responsibilities:

  1. Schedule and organize complex activities such as meetings, travel, conferences, and department activities for all members of the department. Sorts and distribute executive mail. Ensure efficient workflow and tracking of all activities.
  2. Organize and prioritize large volumes of information and calls, maintain and update filing system, retrieving information when needed.
  3. Acts as a liaison with internal departments, including senior leaders and department heads, as well as external visitors /clients. Handle confidential and non-routine information and explain policies when necessary.
  4. Coordinate and manage annual show calendar, complete all show/vendor documentation, arrange payments, manage shipments to show sites and specific needs pertaining to the show.
  5. Oversee the travel program, arrange domestic and international fights, hotel accommodations, car service and /or car rentals for executive teams, groups and/or external visitors/clients.
  6. Type and design general correspondence, memos, charts, graphs, business plans, etc., responsible for accuracy and clarity of final copy. Ensure all company lists and contacts are up to date.
  7. Works independently and within a team on special projects, research and facilitate project needs through use of internet, vendors or other means and assist team with ad hoc requests.
  8. Audit and prepare expense reports, maintain executive calendars, administer branch vehicle reports, and arrange catering events for internal department and/or external clients.
  9. Order and monitor office supplies and other office related purchases for the US and Canadian Locations.


  • High School diploma required
  • Associates degree preferred
  • Two years’ experience as an Executive Assistant
  • Excellent interpersonal skills and professional demeanor
  • Proven self-starter that can work independently and within a team
  • Highly organizational with great attention detail
  • Ability to thrive in fast paced work environment
  • Capable of working with confidential and discrete information
  • Demonstrated ability to manage multiple projects
  • Bilingual Spanish/French a plus
  • Proficiency with Microsoft Office applications including Excel-Adobe Creative Suite is a plus


Keywords: Gables Search Group, New Rochelle , Executive Assistant, Other , Plainview, New York

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