Executive Assistant

New York, NY

Post Date: 03/08/2018 Job ID: 10591875 Industry: FIN Consulting

Position Summary
Business Continuity Management (BCM) is responsible for the Firm's Business Continuity Program to protect the Firm's franchise in the event of an interruption to its business operations, technology or facilities. BCM coordinates the Firm's preparedness for such a response and manages the incident when such events occur.

The Administrative Assistant will be responsible for performing an array of support and administrative functions and will report to the Global Head and support the Regional Heads and Chief Operating Officer.

Job Responsibilities:
" Answer phones, respond to inquiries, take detailed messages, know Global Heads whereabouts at all times, handle urgent/confidential calls with appropriate judgment with both internal and external calls
" Manage Global Heads calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
" Organize meetings including any conference room, catering, and audio/video requirements
" Coordinate domestic and international travel arrangements. Obtain appropriate approvals for travel, especially exceptions to company policies. Arrange other aspects of travel such as visas, passports, hotel stay and ground transportation
" Prepare detailed expense reports and reconcile payments with corporate card on a timely basis/ confirm all exchange rates, if applicable. Maintain filing system for all expense reports
" Maintain organized filing system for correspondence, documents, personal files and confidential matters
" Navigate Firm's resources, interface with various departments on behalf of Global Head to collect information, respond to requests, obtain services
" Report travel and vacation schedules for Global Heads direct reports globally inclusive of contact information
" Collect and maintain personal information (home address, phone number, etc.) in a database for all BCM employees globally
" Open and distribute Global Heads mail, sort and prioritize; arrange messenger and overnight package services
" Type correspondence, prepare presentations and meeting materials
" Miscellaneous support: printing copies, scanning documents, faxing, managing mail groups
" Light to moderate interaction with mid-to high-level executives
" Handle minimal personal work as directed

Required Skills and Personal Attributes:
" Bachelor's degree required
" Minimum of 5 years' experience in an Administrative Assistant role
" Proficiency in all Microsoft programs Word, Excel, PowerPoint including Outlook for email, calendar and contacts
" Excellent verbal and written communication skills required
" Detail-oriented and thorough; well organized with ability to multi-task and meet deadlines with minimal supervision, ability to find solutions to various administrative problems and prioritize work and escalate changes and conflicts, as appropriate.
" Outstanding time management skills and solid judgment
" Must be customer service oriented, strong commitment to teamwork, eager to assist colleagues.
" Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements

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