Job Details
Duties and Responsibilities:
Provide day-to-day administrative support to the IT management team at a NYC based financial firm including scheduling, contact management, correspondence and travel booking as well as supporting team to review invoice payment and contract renewal, etc.
Administrative Tasks
- Responsible for calendar coordination ensure calendar is up to date and contains
- all relevant information.
- Phone coverage when manager is unavailable, tracking messages and follow up.
- Responsible for tracking expenses, creation of expense reports and coordination
- Manage contacts and correspondence
- Provide back-up administrative assistance to other managers as required.
Meeting Coordination
- Schedule, arrange and facilitate meetings (sometimes within different time zones)
- Ensure complete preparation for all meetings including researching and writing
- briefings, coordinating materials and communicating with attendees
- Track and ensure follow up from all meetings and events
- Getting zoom meetings setup or opened prior to the meeting.
Contract Renewal and Invoice Process
- Assist senior management to manage contract renewal
- Assist senior management to review invoice payment approval
Travel Coordination
- Responsible for all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etc 5. Special Projects
- Assist special projects for cross functional collaboration.
Skills & Educational Requirements:
- Bachelor s degree required
- A minimum of 5 years of experience as an Administrative Assistant supporting a senior manager and/or as an Executive Assistant, in a fast-paced environment
- Excellent organizational and time management skills
- Excellent attention to detail and accuracy
- Discretion and experience handling sensitive/confidential information is a must
- Ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with sound judgment
- Outstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and clients
- Ability to work in a team environment and the ability to interact with management and business personnel
- Resourceful, motivated, efficient, proactive and customer service oriented
- Ability to protect confidential and proprietary information of the company and previous experience handling sensitive/confidential information is a must
- Ability to perform and adapt under pressure
- Experience using Apple products (iPhone, iPad, Mac laptops, etc.) and good overall computer skills
- Proficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint)