Administrative Assistant - Ultimate Staffing : Job Details

We are searching for an experienced Administrative Assistant to work in Midtown, NY for a global financial investment firm. The Administrative Assistant role a variety of challenges and opportunities for growth. This position requires individuals who are proactive, professional, and possess strong organizational and attention-to-detail skills.

The role is required to work onsite in New York, NY. $42/hr DOE

Responsibilities

You can expect a dynamic work environment where each day brings new and exciting challenges. Some examples of the day-to-day responsibilities in this role include, but are not limited to:

1. Calendar Management

Heavy calendar management for 4-5 individuals according to their preferences

Proactively identifies and resolves calendar conflicts

Communicates effectively, keeps managers' calendars well organized, and properly screens meetings

2. Meeting Coordination

Schedule external and internal meetings, calls and video conferencing

Checks and confirms availability for participants

Coordinates meeting materials, printing and distribution

Handles all aspects of meeting logistics (i.e. VC details, conference Rooms, A/V assistance, catering)

3. Travel Coordination and Preparation

Coordinates international and domestic travel arrangements through our online booking tool and travel agency

Arranges cost effective ground transportation, books hotels and manages all logistics

4. Expense Reports:

Gathers business documentation and approvals to prepare monthly expense reports Prompts managers after travel, meetings and events for proper documentation

Prior to travel or events, obtain policy exception approvals and compliance pre-approvals

Process monthly detailed expense reports through the Concur system

Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed

Monitors and tracks all expense reports submitted until final payment

5. Project and Department Responsibilities

Completes assigned projects on time and with accuracy

Liaises with assistants from other departments to support all business needs as a team

Supports individuals with any projects or events, using Excel, PowerPoint and PIMCO applications

Qualifications

2 - 5+ years of previous administrative experience supporting multiple individuals, preferably within the Financial Services or Investment Management industry

Intermediate- to-advanced working knowledge of MS Word, Excel and Outlook required

Strong written and verbal communication skills, including exceptional telephone management and the ability to prepare professional correspondence

Exceptional organizational and project management skills

Adaptable to shifting priorities: You thrive in an environment where priorities may change, and you can easily adjust to new circumstances with minimal notice and guidance

Two-year college degree is preferred, but not required

Professional Skills

Self-motivated and proactive Fast learner

Skilled at multitasking Highly organized

Exceptional attention to detail

Customer-oriented Effective problem solver

Strong follow-up skills Excellent interpersonal skills

Ability to prioritize tasks effectively

Collaborative team player

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.