Administrative Assistant

Duties and Responsibilities:

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)