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Reference # : 17-01145 Title : Administrative Assistant-Executive - Senior
Location : New York, NY
Position Type : Contract
Experience Level : Start Date / End Date : 04/03/2017 / 04/03/2018  
Description

The executive administrative assistant will be a proactive and extremely organized individual who will provide comprehensive support services to a satellite-office based in Long Island City. Client Ventures is Client's global corporate venturing and innovation groups, chartered to collaborate with internal and external partners to conceive, partner, launch, and scale new ventures that have the potential to disrupt and transform the financial services industry, drive client success, and generate new value for Client.

Your Role
? Manage an extremely active calendar with an ever-changing schedule, process expense reports, arrange domestic and international travel plans, itineraries, and compile documents for travel related meetings (internal and external)
? Serve as a liaison among clients, Managing Directors, and staff to streamline communication and ensure that meetings, and daily operations of the office are ran smoothly (this includes managing a manual conference room reservation sheet and setting up video conference meetings as needed)
? Provide direct calendar support for one Managing Director, by proactively keeping him well informed on upcoming commitments and following up appropriately
? Collaborate with other executive assistants in our Palo Alto and San Francisco offices to schedule team meetings/events and coordinate use of Client Ventures space with visiting team members/business partners
? Provide general office support; maintain and order office supplies; and compile and communicate office needs for staff of ~20 people
? Compile materials for meetings, having an extensive attention to detail, prioritizing conflicting needs, handling conflicts promptly, and following through on tasks to successful completion; often with deadline pressures
? Coordinate interviews among the team
? Answer main line and transfer calls appropriately

Requirements and Other
? Associate's degree or college degree
? 2+ years' experience in a high tech or fast paced office, prior Client experience preferred
? Liaise with other executive assistants to handle communication flow between teams
? Ability to maintain high accuracy and excellent attention to details
? Ability to solve problems, to think and work efficiently/ effectively on one's own
? Excellent prioritization and organizational skills
? Effective and courteous verbal and written communication skills
? Microsoft Office skills (Word, Excel, PowerPoint, Outlook, etc.)
? Experience with Concur expense management system
? Handling sensitive correspondence, financials and investment memos with confidentiality
? Enjoy collaborating and commingling with people from a wide variety of cultures and backgrounds; you communicate easily using whatever medium is required
? Proactive and have excellent follow up
? Works efficiently under pressure
? Flexible and adaptable to change