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Executive Assistant

New York, United States

About Teneo

Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future.

Drawing upon our global team and expansive network of senior advisors, we provide advisory services across our five business segments on a stand-alone or fully integrated basis to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions, and organizations. 

Integrating the disciplines of strategic communications, investor relations, digital advisory, diversity & inclusion, management consulting, physical & cyber risk advisory, financial advisory, corporate governance advisory, political risk advisory, and talent advisory, Teneo solves the most complex business challenges and opportunities. 

The firm has more than 1,800 employees located in over 40 offices around the world.

 

Job Description

We are seeking an Executive Assistant to provide high-level administrative and strategic support to an executive leader, who runs a large international portfolio.  With a proactive mindset and strong organizational skills, the ideal candidate will thrive in a fast-paced environment as well as effectively managing multiple tasks and priorities with professionalism, utmost discretion, and attention to detail. The candidate will be responsible for providing a seamless foundation of administration that allows teams to function most effectively and efficiently—and that includes anticipating needs, asking smart questions, and staying connected to fast-moving developments.

The Executive Assistant will oversee special projects or activities, coordinate daily schedules/calendars, prepare the Executive for meetings, manage domestic and international travel, and handle expenses. The ideal candidate will function under tight deadlines in a highly demanding work environment while exhibiting excellent customer service and professionalism in all interactions.  The Executive Assistant will work closely with the Executive and Chief of Staff to identify and pre-empt issues or problems before they arise and activate response plans when necessary.  The candidate will also be responsible for building productive relationships with counterparts at client organizations and across the Teneo global network.

 

Responsibilities

  • Proactively manage Executive’s calendar, including both business and personal appointments, with precision and speed.
  • Coordinate internal and external meetings across global time zones, ensuring necessary logistics are arranged and executed properly.
  • Provide timely project delivery for Executive, from assisting with client interactions to team coordination and administrative tasks.
  • Prepare and edit correspondence, reports, presentations, and other confidential materials.
  • Anticipate upcoming events and meetings, preparing Executive with necessary materials and maintaining a long-term perspective on end goals.
  • Collaborate closely with Chief of Staff to support day-to-day operations of the Executive's office, including development of appropriate processes and procedures to ensure office runs most efficiently. Serve as a primary point of contact for Executive, handling communications and interactions with utmost professionalism and confidentiality.
  • Manage travel arrangements efficiently, including complex, multi-stop international itineraries. Undertake additional administrative responsibilities such as reconciling travel & expense reports, maintaining records, processing invoices, and document management.  Maintain confidentiality and handle highly-sensitive information with discretion.
  • Embrace agile working practices, especially across global time zones, and support team members during absences or busy periods.
  • Lead by example, fostering teamwork, collaboration, and a positive office environment.
  • Develop positive relationships with counterparts at client offices and build knowledge of key clients and relevant business contacts.
  • Manage occasional miscellaneous personal requests for Executive.
  • Support Executive beyond traditional working hours and during travel or international assignments.
  • Flexible on days/times in the office to ensure Executive is supported effectively on-site, understanding this may at times mean more than the minimum on-site weekly attendance.

 

Basic Qualifications

  • Bachelor’s degree preferred or equivalent professional experience.
  • Minimum of 5 years' experience in a corporate environment providing administrative support for senior-level executives and experience working with international business units and colleagues.
  • Excellent written and oral communication skills are necessary.
  • Proven ability to manage multiple priorities and deadlines under pressure.
  • Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
  • High level of integrity, professionalism, and confidentiality.
  • Detail-oriented with a commitment to delivering high-quality, client-ready work.
  • Superior organization skills with ability to adapt to changing priorities and thrive in a fast-paced environment.
  • Exceptional interpersonal skills and emotional intelligence.

 

Preferred Qualifications

  • Ability to anticipate needs and proactively address potential issues with sound judgment and discretion.
  • Commitment to learning and professional development.
  • Experience using Curiocity, Robin, Concur, NetSuite, a plus.

 

What We Offer

As a Teneo employee, your compensation is performance based and you'll enjoy unique benefits including flexible time off policy; medical, dental, and vision coverage; long-term disability, and life insurance; a 401K plan; commuter benefits; team events; snacks; and other perks.

 

Our Commitment to Inclusion

Teneo is an equal opportunity employer and promotes a diverse and inclusive workplace. Teneo considers all applicants without regard to race, color, religion, creed, national origin, age, sex, marital status, ancestry, disability, veteran status, gender identity, genetic information, or sexual orientation or any other status protected by applicable law.

 

Base Salary Range

$115–$130K (compensation for this role will depend on several factors, including a candidate’s qualifications, skills, competencies, and experience that may fall outside of the range listed).

 

Bonus Eligible

Yes

 

Total Compensation Package

Includes annualized bonus, 401k match, healthcare coverage and a broad range of additional benefits and rewards.

 

Flexible Work from Home Policy

Teneo believes in in-person collaboration when possible and if you are assigned to the New York, Washington D.C, San Francisco and Boston offices, the company expectation is for employees to work from the office location a minimum of three times a week.

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In connection with your application for work with us, we will collect, store, a range of information about you, including:

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We may collect this information in a variety of ways, for example data may be contained in CVs or application forms, from a recruitment agency or LinkedIn, collected through interviews or other assessments or obtained from your passport or identity documents.

We may also collect personal data about you from third parties, such as references supplied by former employers. Where it is necessary and relevant for the position being applied for we may also undertake a review of information that is publicly available on your social media accounts. We will only seek such information once a job offer has been made to you.

How we will use information about you

We have a legitimate interest in collecting and processing your data for the purposes of carrying out our application and recruitment processes, which includes:

  • Assessing your skills, qualifications, and suitability for the role;
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  • Verifying your information and carrying out reference checks

In some cases, we may need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts. 

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You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, work history and satisfactory references), we will not be able to process your application.

Who has access to personal data

  • Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process and managers in the relevant business area.
  • We may share your information with other companies within the Teneo group if, for example the role and or hiring managers are located outside of the EEA or you are applying for a senior management position, and with third parties outside of the EEA. We will make sure that appropriate safeguards are in place to ensure the confidentiality and security of your personal data.
  • Your information may be shared with a recruitment agency or search consultancy with whom you have registered or instructed to feedback on interviews or process your application or the contacts you have nominated as your referees.
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  • Graduate Entry: If you have made an application to our graduate scheme we may share your information with a third party service provider who acts on our behalf to assist with our graduate recruitment. Any third party provider will be acting under our instructions and will process your personal data for the purposes set out in this Notice and in accordance with our instructions. Any third party provider will be required to have appropriate security measures in place to protect your personal information in line with our policies.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost or destroyed, misused or disclosed and is not accessed except by our personnel in the proper performance of their duties.

Data retention

How long will you keep my information for?

If your application for employment is unsuccessful, we will keep your data 3 years after we have informed you that your application was unsuccessful. We keep your data for this period so that we can show that the recruitment process has been conducted in a fair and transparent way. We also retain your personal data so that we can notify you of future job opportunities if they arise.  At the end of this period, we will securely destroy your personal data.

If your application for employment is successful, personal data collected during the recruitment process will be transferred to your personnel file and retained during your employment. Further details on this are provided in the Employee Privacy Notice.

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Under certain circumstances, by law you have the right to:

  • Request access to your personal information
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information where there is no good reason for us continuing to process it
  • Object to processing of your personal information where there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information.
  • Request the transfer of your personal information to another party.

If you wish to exercise any of these rights, please contact Lon-recruitment@teneo.com

Queries

If you have any questions about this privacy notice or how we handle your personal information, please contact a Teneo Recruitment Coordinator at Lon-recruitment@teneo.com

If you believe that we have not complied with your data protection rights, you may make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues

Last updated: 5 December 2019

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