New York University

Executive Assistant to CEO, COO, & President; Office, Payroll and HR Manager

New York, New York, United States

- Manage and maintain executives' schedules, appointments, travel arrangements, press as well as agendas for meetings and conferences
- Act as the point of contact between the executives and internal/external clients
- Point person for vendors and service providers, as well as overseeing contracts
- Maintain and organize condition of office layout, troubleshoot malfunction of office equipment and arranging for necessary repairs
- Anticipate office needs; evaluate new office products; place and often expedite orders when necessary
- Assist in preparation of special events such as holiday party, birthdays, team building outings, and other office company gatherings
- Implement new platforms to streamline procedures: TriNet, Payable, Intuit, ShiftPlanning, and Greenhouse
- Maintain and process accurate payroll records and employee files for 50 employees, 300 contractors, and interns including manual check log, reconciliation of payroll account, reimbursements, deductions, and vacation/sick accruals
- Develop and implement new administrative systems, such as record management, record office expenditure and manage budgets
- Oversee administrative policies within the organization; recommend changes as appropriate by evaluating policies to ensure they are in compliance with corporate rules and mission
- Process and handle new hires, employee changes, terminations and benefit administration, as well as conduct employee exit interviews
- Respond to employee queries, including but not limited to benefits claims, absenteeism and policies
- Assist with providing research for policies, training, strategic planning, and other human resource issues
- Schedule and conduct interviews of job applicants, as well as coordinate travel logistics and track status of candidates
- Maintain resume and applicant profile database
- Protect operations by keeping information confidential

GLAMSQUAD

- Managed daily calendar, conduct extensive phone management and perform all customary executive assistant, including coordinate and set up high-level conference calls, board and management meeting, special events and both domestic and international travel arrangements
- Liaised between project managers and executive team to ensure on-time completion of assigned tasks and responsibilities
- Coordinated logistics for speaking engagements, including organizing answers for Q&A sessions and identifying appropriate panels for company representatives
- Managed and edited all content on corporate website and property promotional materials
- Directed all aspects of company photo shoots and oversaw the approval process
- Managed personal art collection, proposed emerging artists, and worked closely with the gallerists on procurement and value determination
- Coordinated logistics for all family vacations, which included groups of 20 people or more
- Created and designed family videos for private events
- Managed gifting and thank you correspondence for all personal and professional relationships
- Oversaw hiring and payroll of all household staff, including personal driver
- Managed monthly bookkeeping for all personal and household accounts

Eric Bernstein