Administrative Assistant

Spectraforce Technologies
United States, New York, New York
Nov 13, 2024
Job Title: Administrative Assistant Duration: 6 Months Location: New York, NY Job Description: Role & Responsibilities: Provide executive support to multiple senior MDs, including: Full diary management; schedule meetings, receive and accommodate meeting requests, facilitate audio/visual requirements including multiple Zoom IDs and book meeting rooms as required Awareness of senior manager priorities and workload, adapting level of support accordingly Travel arrangements; book flights and accommodation, prepare full trip itineraries, arrange/apply for visas, submit pre-trip approvals Expense management; process travel and expense claims through Concur Incoming call management and phone coverage when required Assist with preparation of presentations and/or other documentation for meetings Completion of weekly timesheets Provide administrative support to the broader division, including: On-floor support for new joiners and transfers into the division; account set up, desk and locker allocation, corporate directory profile update, reporting line update, provision of access to the office space Org tree maintenance for the division in Role Management System; identity event processing, manager role allocations and general maintenance Point of contact for visitors; provision access to the office, register their details, book conference rooms and catering, organize materials Reconciliation of weekly timesheets and time entry adjustments Space management; maintain desk and locker allocations, monitor capacity and escalate as required, organizational support of divisional moves Resolution of any IT issues with the helpdesk Resolution of any on-floor issues with the facilities team Ad-hoc ordering of occupational health equipment and supplies Contingent worker population management including onboarding, extension of end dates, assignment updates Point of contact for any ad-hoc queries, escalating as requiring Coordination with other global divisional admins to ensure seamless support General administrative duties such as photocopying, filing, archiving, coordination of couriers, distribution of mail etc. Skills: Skills & Experience required: Prior experience as an Executive Assistant Solid organizational skills - ability to multi-task and prioritize effectively Strong attention to detail Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team both locally and globally. Ability to communicate clearly, concisely and confidently Ability to take initiative, follow up where necessary without prompting and seek clarification when needed Strong work ethic with a positive attitude and growth mindset Ability to work well under pressure and remain professional in a busy environment Discretion; ability to handle sensitive matters confidentially at all times Microsoft Office skills (Outlook, Word, Excel, PowerPoint) Able to prioritize a variety of time-sense tasks Education: Previous experience working in a financial service industry preferred Previous experience supporting multiple managers preferred