Job Details

Position Type:
Contract
Hybrid (Require in office attendance at least 3 days/week)

Required:

• Experience supporting multiple senior professionals including heavy calendars management and phone coverage
• Must be flexible covering different managers as group grows or changes
• Experience working in the financial services industry preferred
• College Degree Preferred (or 5+ years of relative corporate experience preferred)
• Excellent communication, writing, judgment, and problem-solving skills
• Strong attention to detail as well as solid organization/time management skills
• Must be an enthusiastic and positive team player who is willing to help and work well with others
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
• Knowledge of O365 and Microsoft Teams a plus
• Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
• Solid typing skills
• Role will require in office attendance at least 3 days/week

 Responsibilities:

• As an administrative assistant, you'll be expected to provide administrative support to senior members of the super department and perform the following duties:
  • Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
  • Understand the important clients/colleagues of each manager, take accurate messages, and stay informed of the manager's whereabouts
  • Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
  • Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences
  • Plan and organize internal events, event registrations, conference room reservations, multimedia support, and catering requests
  • Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
  • Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
  • Create, edit, and format documents using Microsoft Office Suite and Adobe Pro
  • Help manage team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
  • Support organization by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors and handling all incoming/outgoing mail and packages.
  • Assist on ad hoc projects and provide backup coverage for other administrative assistants, as needed