Executive Assistant

New York, NY

Posted: 11/13/2019 Industry: FIN Consulting Job Number: 12877388

Job Description

The Administrative Assistant positioned within the New York Corporate Services team is responsible for supporting two executive members of our Operating Committee - the team responsible for driving the long-term strategy of the organization. The qualified candidate will possess strong ownership and accountability of the role and provide first-class administrative services for our executives. You will work with other executive assistants within Corporate Services and across the Firm, and provide backup coverage to other departments within the Corporate Services division.

Job Description:
" Provide onsite administrative support for two Managing Directors on our Operating Committee; Offer backup coverage for other Managing Directors in CS as required
" Manage heavy calendars and coordinate meetings, agendas, and conferences; Handle meeting conflicts and scheduling prioritization proactively
" Provide telephone coverage and call screening for executives
" Prepare arrangements and itineraries for both domestic and international travel including flights, hotels, and ground transportation; Monitor travel profile and visa status for executives and procure visas as required (with assistance from MS travel desk)
" Process travel and entertainment receipts for expense management on a timely basis
" Work alongside other executive assistants within Corporate Services and across the Firm, including those located across three regions (Americas, EMEA, Asia)
" Identify improvements to policy, procedures and best practices for administrative support
" Handle highly confidential documents and correspondence; Manage highly sensitive information related to the Firm or staff
" Book conference rooms, order catering, and coordinate A/V multimedia requirements
" Assist with meetings including document preparation or meeting minutes as required
" Coordinate visitor arrangements and guest arrivals for executives
" Distribute executives' mail; Arrange for shipping / messenger services as required
" Assist executives with technology support as required (mobile phone, remote computing)
" Troubleshoot issues via facilities or technology helpdesk tickets
" Coordinate and manage to completion ad hoc projects as required
" Process payment requests for invoices
" Print, assemble, and collate documents
" Manage email distribution groups
" Basic research and news feed

" Minimum 5+ years of experience supporting senior professionals with proven track record in administrative support
" Advanced experience with heavy calendar management
" Advanced experience with domestic and international travel arrangements
" Highly experienced and adept at prioritizing dual executives' needs in a fast-paced and time sensitive environment
" Strong attention to detail and able to multi-task and project manage multiple deadlines
" Flexible to adjust regular work schedule as required due to global nature of organization and heavy meeting calendars
" Highly service-oriented individual capable of tailoring administrative support service to executives' preference and style
" Quick learner who is resourceful to get things done in a timely manner
" Self-starter who takes initiative and has ability to work independently while using sound judgment to ensure delivery of expected outcomes
" Able to work well as individual contributor as well as part of the broader administrative team and department
" Excellent written, verbal, communication, organizational, and interpersonal skills
" High level of professionalism and business etiquette
" Demonstration of enthusiasm, aptitude, flexibility, and willingness to learn
" Proficient skills in Microsoft Office Suite (Outlook, PowerPoint, Excel & Word)
" (Experience working in the financial services industry a plus)
" (Experience with Concur and/or Ariba a plus)
" (Experience with SharePoint and/or Jive a plus)
" (College Degree Preferred)

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Robyn Banks

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