Administrative Assistant

Administrative Assistant

Location: 1585 Broadway NY (Onsite) Duration: 12 Months Contract

This position can sit in NYC OR West Conshohocken. Position will be 4x a week on-site minimum, with potential to be there 5 days.

Position Overview

This position sits within the Hedge Fund Solutions Group (New York City office) and involves administrative support for a large team of investment professionals situated in the New York and West Conshohocken offices.

Role

Becoming familiar with all firm policies and procedures related to expenses and travel including monetary thresholds and required approvals. Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and events. Coordinating on-site client meetings, including room reservations, catering, day of logistics, etc. Submitting, maintaining and monitoring expense reports through Concur system to ensure timely settlement of expenses. Processing external vendor payments through Smaart system. Obtaining approvals for firm absorbed costs through internal MSMER system. Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messages. Use of excellent judgment with both internal and external clients. Managing and maintaining the confidentiality of highly sensitive information as it relates to firm, staff, and clients. Heavy calendar monitoring, management and scheduling. Back-up coverage for administrative team colleague(s) during planned or unplanned absences from the office or as necessary. Reviewing and prioritizing incoming emails and taking appropriate action. Performing related duties as assigned. Ability to coordinate, and manage to completion, special projects as assigned. Advanced experience in making domestic and international travel arrangements including procuring visas (with assistance from *** travel desk), currency exchanges, arranging ground transportation, etc. Coordinating complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days/times as needed. Adept with working out travel logistics (e.g. planning real travel time between meetings, hotels and airports). Documentation Management including coordinating, streamlining and properly recording important documents and files. Assist with onboarding and off boarding all employees (e.g. new hires including permanent, temporary employees and interns as well as those departing the Firm). Facilitating execution of legal documents to be signed by various officers.

Qualifications

Prior administrative or related experience at the executive level is essential. Flexible and proactive attitude with the willingness to take on new and ad hoc projects. Highly service-oriented and detailed-oriented individual with the ability to work well both independently and collaboratively. Highly trainable with ability to learn new, proprietary systems pretty quickly. Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility including escalating matters where necessary. Experience within a Financial Services environment preferred. Excellent written, verbal, and interpersonal communication skills. College degree mandatory. Proficiency with all Microsoft Office software. Adaptability to new challenges as the team and business complexity continues to evolve.