Administrative Assistant

Job Title: Administrative Assistant
Location: New York, NY 10019
Duration: 5 Months
Job Type: Temporary Assignment
Work Type: Onsite

Job Description:

• Perform administrative and office support activities for multiple professionals including managers managing directors and partners.
• The role will also include fielding telephone calls receiving and directing visitors filing scanning copying and placing meal orders.
• Strong calendar management.
• Making travel arrangements.
• Using various software including word processing spreadsheets databases and presentation software.
• Reading analyzing and proofing documents emails presentations etc.
• Needs the ability to learn tasks quickly pay attention to detail and keep up with a fast-paced working environment.
• Ability to organize a daily workload by priorities Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills Must have a professional level verbal and written communications skills

Responsibilities:

• Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
• Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
• Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
• Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
• Excellent Communications skills required both written and verbal.
• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
• Domestic and International Travel
• Process of heavy expense claims.
• Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
• Managing logistics for visitors
• Management of incoming and outgoing phone calls
• Maintain current e-mail distribution lists in Outlook
• Modification and distribution of departmental reports.
• Meeting minutes for high-level financial meetings.
• Heavy invoice processing and external client on-boarding coordination.
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
• Prepare reports using Excel.
• Strong knowledge of PowerPoint presentation development and editing for client meetings.
• An Administrative Assistant will make use of several application systems including:
  • ivalua Supplies and IT Procurement.
  • My IT / SailPoint Request management tool for IT application security activities.
  • Concur Travel scheduling and expense reporting.
  • Tom Net and Clock Net Staff attendance and work hours tracking.
  • UPS Express mail labeling and postage.
  • Microsoft Outlook
  • Microsoft Office Suite with a strong focus on Excel and report management.
  • Tableau
• Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff.
• This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.

Required Qualifications:

• Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.

• Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.

• Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.

• A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary utilizing tact and confidentiality. Be an excellent team player.

• Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism.