Administrative Assistant III

Job Description

Administrative Assistant III

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New York, NY (Hybrid)

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3-Month Contract

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JPC - 20769

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Solugenix is assisting a client, a prestigious and large investment management company, in their search for an Administrative Assistant III. This is a 3-month contract opportunity based out of New York, NY (Hybrid).

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Responsibilities:

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To provide full administrative support including, but not limited to:

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• Extensive and complex calendar management using good judgment and initiative to prioritize effectively; respond promptly to polling requests; communicate changes and updates to managers and colleagues appropriately.
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• Coordinate meetings with internal associates and external contacts. Schedule meeting rooms, visitor passes, and equipment as required.
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• Meet, greet, and escort visitors, meeting attendees, and candidates.
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• Draft, collect and distribute supporting documentation as necessary. Provide support and service to guests and visiting company personnel.
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• Manage complex travel arrangements to meet schedule, budget guidelines, and manager preferences.
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• These may include multiple destination trips and high-risk locations.
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• Proactively manage visa and passport requirements; arrange Global Entry and TSA Preclear if suitable; research and arrange security measures when needed; provide detailed itineraries and assist managers with check-in and booking of in-flight options before departure.
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• Maintain and update departmental and/or compliance-related reporting requirements.
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• Complete monthly multi-currency business expenses: reconcile personal out-of-pocket and corporate card charges using the Concur online expense tool.
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• Produce general correspondence, reports, and presentations. Develop appropriate formats and check for grammar, punctuation, and spelling.
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• Track, gather, maintain, and compile market or internal information and generate reports. Present findings using graphs, charts, diagrams, and tables for inclusion in reports, brochures, and/or presentations.
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• May conduct basic analysis and auditing.
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• May organize and manage small department/team meetings and events.
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• Provide team support and back-up coverage for peer assistants.
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• Keeps abreast of internal administrative policies, practices and guidelines and proactively identifies opportunities to improve work processes/flow to better leverage own and department’s workload.
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• Participate in project teams or focus groups when required.
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• Assist managers with personal requests as supported by specific unit guidelines.
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• Performs additional responsibilities as assigned.
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Teamwork/Service Orientation:

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• Demonstrates the ability to work productively and collaborate well with others.
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• Demonstrates commitment to the client’s core values.
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Core Administration/Ownership:

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• Demonstrates consistent accuracy and attention to detail.
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• Takes responsibility for completing tasks in a timely fashion and with good judgment.
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• Demonstrates an understanding of the investment business and manager roles.
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• Proficient with enterprise and Investment Group processes and systems.
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Communication:

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• Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
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• Able to respond productively to feedback from all sources.
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• Distinguishes effectively between urgent and non-urgent requirements and adapts communication accordingly.
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• Proactively seeks to understand the broader context for administrative requests to improve decision-making.
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Drives Change:

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• Proactively identifies potential issues/conflicts and provides effective solutions.
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• Adapts to new tools and processes quickly and with a positive attitude.
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• Proactively asks insightful questions to better understand systems, processes, the business, etc.
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Pay Range for CA, CO, IL, NJ, NY, WA, and DC: $41.38/hour to $41.38/hour. Starting rate of pay offered may vary depending on factors including but not limited to, position offered, location, education, training, and/or experience.

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Solugenix will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act and Ordinance. Applicants do not need to disclose their criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if we are concerned about conviction that is directly related to the job, applicants will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.

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About the Client

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Our client is an American financial services company. It ranks among the world's oldest and largest investment management organizations. They have offices globally.

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About Solugenix

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Solugenix is a leader in IT services, delivering cutting-edge technology solutions, exceptional talent, and managed services to global enterprises. With extensive expertise in highly regulated and complex industries, we are a trusted partner for integrating advanced technologies with streamlined processes. Our solutions drive growth, foster innovation, and ensure compliance—providing clients with reliability and a strong competitive edge.

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Recognized as a 2024 Top Workplace, Solugenix is proud of its inclusive culture and unwavering commitment to excellence. Our recent expansion, with new offices in the Dominican Republic, Jakarta, and the Philippines, underscores our growing global presence and ability to offer world-class technology solutions. Partnering with Solugenix means more than just business—it means having a dedicated ally focused on your success in today's fast-evolving digital world.