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Administrative Assistant - Contract
Ref No.: 18-00684
Location: New York, New York
Key Responsibilities:

Our client is sourcing for a dynamic and enthusiastic Administrative Assistant who functions in an efficient, detail-oriented, and proactive manner. The ideal candidate is a seasoned professional who has deep experience supporting portfolio managers and senior management with global responsibilities in a fast-paced global financial services firm. The candidate should be a team player, extremely motivated, resourceful, organized, communicative, and able to leverage the managers' time by completing tasks independently with strong attention to detail. The position is based in New York.


Responsibilities:
  • Provide administrative support to a group of traders and portfolio managers
  • Responsible for managing their schedules, anticipate necessary background material, directions and other items required for each activity on the schedule. Maintain busy calendars, schedule meetings, ensure managers arrive to meetings on time.
  • Handle a broad range of duties from day to day operational activities to scheduling meetings and correspondence with Executive management and Board members and their assistants.
  • Meet and greet visitors and clients, answering phones, coordinating conference rooms and meal arrangements.
  • Handle a large volume of travel planning including airline reservations, hotel accommodations, car rental reservations, car service arrangements and driving directions as needed.
  • Process and track expense reports and reimbursements.
  • Provide core administrative support such as faxing, filing, and copying.
  • Performing ad hoc projects as needed.
  • Become familiar with company Policies and Procedures and implement them in daily tasks
  • Provide back- up telephone coverage for other team members

Qualifications and Skills:
  • Excellent phone manner and management a must
  • Minimum three years of corporate administrative experience in roles that interfaced with external clients and executive management.
  • Must have superior skills in MS Word, Excel, Outlook and proficiency knowledge in PowerPoint
  • Experience and proficiency working with automated expense tracking, online travel etc.
  • Ability to perform in a fast paced environment, multitask and interact with senior management under highly demanding conditions
  • Strong analytical, interpersonal and communication skills
  • Excellent organizational skills; detail oriented
  • Strong time management skills; ability to handle multiple concurrent assignments, with a high degree of accuracy, and meet deadlines in a high pressure environment
  • High energy level
  • Self-starter with the ability to work independently and with minimal guidance; Escalate issues as appropriate
  • Ability to work independently, as well as part of a collaborative team, and assume additional responsibilities as required

Education:
  • College degree preferred or equivalent experience

Required Skills:

ADMINISTRATIVE SUPPORT, DETAIL ORIENTED, AIRLINE RESERVATIONS, EXCELLENT ORGANIZATIONAL SKILLS, ANSWERING PHONES


Additional Skills:

CORRESPONDENCE, EXCEL, ADMINISTRATIVE ASSISTANT, FAXING, FILING, MS WORD, ORGANIZATIONAL SKILLS, OUTLOOK, POWERPOINT, COPYING, SCHEDULING, SELF-STARTER, TELEPHONE, TIME MANAGEMENT, TRAVEL PLANNING, WORD, DETAIL-ORIENTED, FINANCIAL SERVICES, MICROSOFT EXCEL, MICROSOFT OUTLOOK, MICROSOFT POWERPOINT, MICROSOFT WORD, SELF MOTIVATED, TEAM PLAYER