Personal & Administrative Assistant

Job Summary:

To provide administrative support to corporate executive and Administrative Director & HR Liaison for our New York office.

Primary Duties & Responsibilities:

• Schedule Appointments/Calendar Maintenance

• Maintain Contact information and files

• Draft email responses

• Meeting preparation & follow-up

• Expense management and reconciliation

• Manage private office and attached conference room and related office areas

• Business Trip Coordination

• Manage car service, meal arrangements and sample management

• Report collection and management

• Proficient in Microsoft Office Suite/MAC familiarity/Outlook/Zoom/Teams

• Ability and confidence to respectfully manage corporate executive on a daily basis

• Office inventory maintenance including ordering supplies for the office, pantry, mailroom & janitorial supplies (paper products).

Required Qualifications:

• Organized/Multi Tasker/Flexible

• Thorough Communicator

• Tech Savvy

• Professional discretion a MUST

• At least 3-5 years of experience as a personal, administrative or executive assistant is required

• Ability to stand, walk and sit for up to 8 hours per day. Must be able to climb stairs or walk distances within NYC to venues and meetings as needed.
• All candidates MUST provide proof of at least 1 (one) COVID vaccination at the time an offer is made, or contact the SWIM USA Human Resources team, if eligible for an exemption.

SWIM USA is an EOE