New York, NY
Provide full secretarial / administrative support to assigned Managing Directors (MDs) and Executive Directors (EDs). Provide administrative support to officers and other team members with the department support.
Work as part of the Technology Administration Team on policies and procedures.
Core functions of the role:
Calendar Management for assigned MDs and EDs
" Diary management set up of all internal/external meetings
" Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities
" Feedback should be provided on changes made and progress of schedule problems as they arise
" Hold regular meetings (to be agreed) with MDs and EDs in order to decide priorities/deadlines/projects. Provide regular updates on work in hand
" Regular feedback on problems/issues
" Book travel for MDs and EDs and sometimes department team members as needed including flights, hotels, currency and taxis adhering to the Technology policies
" Complete expense reports for MDs EDs if required. Advise employees on completing their own reports. Ensuring all claims adhere to Firm policy.
Team Administration Tasks for groups supported:
" Administrator for online staff absence management system
" Manage booking schedule for Team Rooms
" Maintenance of group org charts
" Co-ordination of all moves and associated processes: desk moves, IT moves, system updates, mail drops, large scale project moves and floor walks
" Provide general information on the department and Firm when required (promoting use of internal web pages where possible)
" Filing, faxing, photocopying, distribution of assigned MD and ED mail as required
" Ordering of equipment and resources /supplies (e.G. Business cards, wireless devices, etc.)
" Visitor Support: Arrange workstation for visitor prior to arrival. Provide full administrative support to visiting MDs and EDs where possible and if required. Direct and advise all visitors. Arrange access to buildings where necessary.
" Co-coordinating department business related events and functions
" Opportunities may arise to work on assignments outside of the core role, this will be dependent on departments supported and work load.
Technology Administration Function Role:
" Team cover: Form a working partnership with other administrative team members. Ensure coverage is planned for absence and provide support to appointed buddy. Provide additional help when possible to other team members. Attend scheduled meetings with the Technology team where applicable.
Skills / Competencies that are essential to the role include:
" Excellent organizational skills
" Excellent time/priority management skills
" Good communicator
" Good use of initiative, judgement and decision making
" Flexible & adaptable to change
" Excellent team member
" Pro-active: Identifies other " value add areas for MDs over and above day to day tasks. Identifies areas for improvement and suggests solutions
" Puts equal importance on all types of tasks
Educational Requirements: MS standard requirements
Experience / Technical Skills Required:
" Outlook / Word / PowerPoint / Excel: Intermediate level
" Proven work experience (3 or more years)
" Creation of Word documents, Excel spreadsheets & databases and presentations / reports. Formatting of Word documents, if necessary importing data from/to various packages.
Additional Comments: We need someone with confidence, who has a very professional manner and can juggle a number of tasks. The ideal candidate will have worked for a senior manager before.