Asset & Wealth Management, Administrative Assistant, New York

Administrative Assistant

Provide high-level, proactive administrative support to a complex team of Managing Directors, lenders, and underwriters. This role requires a high degree of multitasking, discretion, and the ability to navigate a dynamic corporate environment.

Job Summary & Responsibilities:

• Proactively coordinate and maintain complex and extremely dynamic calendars including coordination of senior-level internal & client meetings, deal reviews, strategically prioritizing meeting requests and all related logistics.
• Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges.
• Manage high volume of phone calls, interacting with high level business leaders, executives and clients in a professional and effective manner.
• Handles highly confidential and sensitive client information with utmost discretion.
• Responds and follows up on client requests in a timely manner.
• Coordinates domestic and international travel arrangements, including visa procurement when applicable.
• Meticulously process and track expense reports in a timely manner, reconciling credit card statements or related expenses in compliance with firm policy
• Prepares and distributes business correspondence, signatures, memos, letters, reports or other documents as requested.
• Participation in ad-hoc and general administrative duties (copying, filing, faxing, archiving, shipping, supplies etc.), ad-hoc projects, committees and/or event planning.
• Works with conference and catering services for meetings and client engagements as needed.
• Maintains understanding of firm policies and handles certain issues independently.
• Provide backup support to peer assistants and participate in ad-hoc projects or event planning committees.

Skills & Qualifications:

• Experience supporting multiple executive(s) in a complex, fast-paced environment, preferably in financial services, private sector or government.
• Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
• Familiar with expense platforms such as SAP Concur.