Administrative Assistant

Job Description:

Job Title: Administrative Assistant

Location : New York, NY (Hybrid)

Type: Contract Only

Client: Direct Client

Job Description:

Role Overview

The Senior Administrative Assistant will provide comprehensive, high-level administrative support to several Vice Presidents within the Field Experience organization. This role will also support departmental engagement initiatives and perform additional administrative duties as needed. Success in this role requires exceptional organizational and communication skills, strong attention to detail, a high degree of discretion when handling confidential information, well-developed customer service acumen, and the ability to multitask and meet demanding deadlines.

Key Responsibilities

• Maintain and manage Vice Presidents’ calendars with accuracy and attention to priority
• Coordinate all aspects of Vice Presidents’ travel arrangements
• Reconcile and submit travel expenses and process other expenses as required
• Coordinate and schedule meetings, including reserving rooms, forwarding meeting notices, arranging conference calls or video conferences, ordering meals, arranging dinners, and preparing meeting materials

Administrative Skills

• Proficiency with the Microsoft Office suite, including Teams, Outlook, Word, Excel, and PowerPoint (Access is a plus)
• Excellent recordkeeping capabilities
• Strong file management skills, including creation, maintenance, and disposition of records
• Accurate and timely coordination of all travel and expense-related activities
• Ability to direct inquiries and follow up with appropriate parties to ensure timely and thorough resolution

Qualifications

• Degree preferred or equivalent work experience
• Previous experience in Financial Services is required
• Demonstrates a strong sense of urgency and clear understanding of priorities
• Strong oral and written communication skills
• Proven discretion in handling confidential information
• Team-oriented mindset with a collaborative approach
• Familiarity with the infrastructure of the Fortune 100 companies and the ability to route inquiries efficiently within and outside the division
• Knowledge of company policies and procedures, with the ability to resolve routine staff inquiries accurately and promptly

MUST HAVES

• Demonstrates a strong sense of urgency
• Plan town halls/events/larger meetings with a team.
• Degree preferred or work experience
• Previous experience in Financial Services is required
• Proficient with Microsoft Office Package – Teams, Outlook, Word, Excel, PowerPoint and Access a plus
• Excellent recordkeeping
• Manages the VP’s calendar
• Coordinate VP’s travel
• Reconciles and submit VP’s travel expenses as well as process other expenses as needed
• Coordinate and schedule meetings, reserve rooms, forward meeting notices, arrange conference calls or video conferences, order meals, arrange dinners, and prepare meeting materials