Provide day-to-day administrative support to the IT management team at a NYC based financial firm including scheduling, contact management, correspondence and travel booking as well as supporting team to review invoice payment and contract renewal, etc.
Administrative Tasks
Responsible for calendar coordination - ensure calendar is up to date and contains
all relevant information.
Phone coverage when manager is unavailable, tracking messages and follow up.
Responsible for tracking expenses, creation of expense reports and coordination
Manage contacts and correspondence
Provide back-up administrative assistance to other managers as required.
Meeting Coordination
Schedule, arrange and facilitate meetings (sometimes within different time zones)
Ensure complete preparation for all meetings including researching and writing
briefings, coordinating materials and communicating with attendees
Track and ensure follow up from all meetings and events
Getting zoom meetings setup or opened prior to the meeting.
Contract Renewal and Invoice Process
Assist senior management to manage contract renewal
Assist senior management to review invoice payment approval
Travel Coordination
Responsible for all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etc 5. Special Projects
Assist special projects for cross functional collaboration.
Skills & Educational Requirements:
Bachelor's degree required
A minimum of 5 years of experience as an Administrative Assistant supporting a senior manager and/or as an Executive Assistant, in a fast-paced environment
Excellent organizational and time management skills
Excellent attention to detail and accuracy
Discretion and experience handling sensitive/confidential information is a must
Ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with sound judgment
Outstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and clients
Ability to work in a team environment and the ability to interact with management and business personnel
Resourceful, motivated, efficient, proactive and customer service oriented
Ability to protect confidential and proprietary information of the company and previous experience handling sensitive/confidential information is a must
Ability to perform and adapt under pressure
Experience using Apple products (iPhone, iPad, Mac laptops, etc.) and good overall computer skills
Proficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint)