Administrative Assistant

Job Description

Job Title: Administrative Assistant

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Job Location: Fully onsite in New York, NY 10019

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Duration: 6+ Months Contract (High possibility of extension)

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Responsibilities:

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• Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
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• Experience in developing procedures and controls.
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• New policy development and deployment (e.g., T&E, Gifts and Entertainment).
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• Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
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• Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
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• Excellent Communications skills required – both written and verbal.
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• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
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• Domestic and International Travel, Process of heavy expense claims.
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• Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
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• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
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• Managing logistics for visitors, Management of incoming and outgoing phone calls, Maintain current e-mail distribution lists in Outlook, Modification and distribution of departmental reports, Meeting minutes for high-level financial meetings, Heavy invoice processing and external client on-boarding coordination, Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach, Prepare reports using Excel, Strong knowledge of PowerPoint presentation development and editing for client meetings.
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• An Administrative Assistant will make use of several application systems including:
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• ivalua – Supplies and IT Procurement.
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• My IT / SailPoint – Request management tool for IT application security activities.
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• Concur – Travel scheduling and expense reporting.
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• Tom Net and Clock Net – Staff attendance and work hours tracking.
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• UPS – Express mail labeling and postage.
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• Microsoft Outlook
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• Microsoft Office Suite with a strong focus on Excel and report management.
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• Tableau
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Required experience, qualifications and skills:

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• Education and Experience: Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
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• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
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• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.
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• Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
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• Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.
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• Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary – utilizing tact and confidentiality. Be an excellent team player.
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• Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
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• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism
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