Administrative Assistant

Job Description:

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Responsibilities

• Report directly to a senior-level executives of the organization
• Liaise and coordinate communications and meetings with internal and external stakeholders including C-suite executives e.g. CEOs, CFOs, CROs, government officials etc.
• Proactively manage calendar for senior executives and team, anticipate necessary background material, and effectively resolve conflicts that arise in a professional manner
• Answer phone lines, which entails taking accurate messages and handling calls with appropriate judgment 
• Manage several different objectives, projects and/or activities simultaneously
• Use the online and phone travel system to schedule travel arrangements (both domestic and international)
• Maintain client contact list and schedule routine follow-ups with senior executive clients as needed
• Prepare / assemble briefing memos for meetings including interfacing with stakeholders across the enterprise to receive information
• Manage workflow reporting across various projects and prepare dashboard reporting for senior executives and team
• Must sit in New York and follow the Workplace Excellence guidelines of 2 work from home days per month

Qualifications necessary

• Min 5 Years’ administrative experience with a financial institution supporting senior level management
• Exceptional communication skills, both verbal and written, with the ability to build relationships and effectively communicate with internal teams and executive level management to gather and convey relevant information
• Polished and professional in phone and email communications
• Excellent time management, organization, and multi-tasking skills
• Exceptional analytical, problem-solving and organizational skills
• Advanced computing knowledge: Outlook, Word, Power point, OneNote and Excel
• Team player with exemplary work ethic that thrives in a fast-paced environment
• Ability to interact with senior management under highly demanding conditions
• Strong attention to detail, ability to work effectively under pressure and time constraints
• Ability to work between 8am – 6pm and on-call during outside business hours when executive is traveling or has critical business needs
• Professional, positive, calm under pressure and resilient

Shift:

Hours Per Week: