Executive Assistant

Purchase, NY

Post Date: 07/31/2018 Job ID: 11059181 Industry: FIN Consulting
Responsibilities
" Maintain calendars, arrange internal and external meetings for Fund Services Management Team
" Arrange all conference calls, rooms, AV equipment, dial in numbers; catering ordersand video conference facilities
" Co-ordinate and book travel including flights, hotels, currency, taxis etc. Within the Firmwide Expense Policy Ensure relevant agendas and itineraries are organized in advance
" Visa Arrangement - Arrange when required
" Process monthly expenses in a timely manner. Ensure these are processed quickly and efficiently and are within Firmwide policy and pro-actively ensure these flow through the internal checking system
" Printing and collating all meeting documentation as required
" Provide admin support for any ad hoc projects e.G. Offsites, onsites, social events, team meetings etc
" Extensive verbal and written interaction with your internal colleagues and external clients ensuring the maintenance of relationships
" Build good working relationships with other Assistants both domestically and internationally within the team
" Ordering Business Cards
"Phone Coverage


Person Specification
" An experienced, confident, friendly, outgoing " people orientated " personality required, who is able to liaise with people on all levels to achieve work goals
" Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently
" Pro-active 'can do' approach
" Ability to use own initiative and judgment
" Self-starter
" Highly organized and capable of multi-tasking to meet deadlines
" Articulate; an effective communicator
" Attention to detail
" Good organizational skills and able to follow up outstanding items as necessary
" Strong team player
" Excellent time/priority management skills
" Excellent communication skills
" Excellent typing skills
" Travel support experience
" Flexibility on working hours and understanding of the business demands
3-5 years Administrative Support experience

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