Executive Admin Assistant - GMA

Executive Admin Assistant - GMA

Software Guidance & Assistance, Inc., (SGA), is searching for an Executive Admin Assistant for a contract assignment with one of our premier Financial Services clients in New York, NY. Responsibilities include:

• Calendar Management Diligent, pro-active management of complex agenda and setting of meetings across all time zones
• Schedule, track client meetings and support, including Board and Regulatory meetings
• Domestic and International Travel arrangements, expense claims, expedited travel services
• Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls
• Preparation and coordination of departmental meetings, events, and Town Halls.
• Creating, editing and preparing emails, organization charts and presentations.
• Managing logistics/schedules for visitors and supporting senior executives during their visits.
• Management of incoming and outgoing communications
• Maintain and create e-mail distribution lists in Outlook
• Completion of any reasonable projects or tasks, as requested by management.
• The staff member will make use of several application systems including:
• iValua/MyPortal Supplies and IT Procurement.
• MyIAM Approve Identity & Access Rights to various platforms on behalf of Manager
• Concur Travel scheduling, expense reporting, and review of Manager's direct reports expense submission for approval.
• Outlook
• Microsoft Office Suite
• Administrative and Organizational Support
• Manage scheduling and calendar management for executives.
• Arrange travel arrangements, accommodations, and itineraries.
• Prepare documents and presentations for board or client meetings.
• Maintain records and ensure confidential files are organized.
• Handle expense reports and budget tracking.
• Communication and Relationship Management
• Act as the first point of contact for internal and external stakeholders.
• Draft and edit emails, letters, and correspondence with strong written communication skills.
• Coordinate information flow between departments to maintain clarity and alignment.
• Project and Workflow Coordination
• Oversee multiple projects simultaneously and track progress toward milestones.
• Assist with event planning and team initiatives.
• Improve workflow efficiency through organization and clear prioritization.

Required Skills:

• Proficiency in Microsoft Office (Outlook) and other productivity tools
• (iValua/MyPortal Supplies/Concur and IT Procurement).
• Experience with project management and expense reporting software.
• Competence in calendar management, travel arrangements, and administrative support systems.
• Strong written and verbal communication.
• Adaptability under pressure and problem-solving mindset.
• Collaboration with senior executives, team members, and clients.
• High degree of organizational skills and time management.

By applying for a job with SGA, you agree to allow SGA to process your application for this and future opportunities in accordance with our Privacy Policy. The choice not to engage with AI will not adversely impact your consideration for placement. AI is not used to make any hiring determinations. SGA is a technology and resource solutions provider driven to stand out. We are a women-owned business. Our mission: to solve big IT problems with a more personal, boutique approach. Each year, we match consultants like you to more than 1,000 engagements. Be yourself, love what you do and find your passion at work. Please visit our company EEO page to request an accommodation or assistance regarding our policy. #LI-RB2