our client is looking for a senior Administrative Assistant for a long term project in NYC.
The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup, as needed.
- A self-starter who stays on schedule prioritizing time well with minimal supervision (eventually)
-Database management, with frequent updating
- Someone who anticipates the needs of the team, i.e. printing documents in advance, requesting rooms, etc.
- Heavy Calendar Management for all analysts in team
- Create and modify PowerPoint - good / strong skills
- Strong skills in Excel
- Working knowledge of Client
-As it relates to EDMS and Analyst Document Retention, handling and preventing back logs of documents.
•General Administrative Support
Provide general administrative assistance to include phone coverage, copying, faxing, filing, spreadsheet work and presentation preparation. Acquire and maintain a good understanding of business, and particular business line being supported, in order to provide optimal customer service. Uses initiative to relieve executives of detail work.
•Department Wide Support
Provide general administrative support for department wide activities including the timely on-boarding of new associates (including follow-up on start date) and involvement in group event planning and in group-wide initiatives as assigned
As it relates to EDMS and Analyst Document Retention, handling and preventing back logs of documents.
During vacations and times of absence, provide back-up in order to ensure uninterrupted flow of operations with regard to support staff, technology and all office issues.
Process meeting requests for team including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, etc.
◦Travel & Entertainment
Arrange all travel for team members including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T&E reports for each analyst supported, ensuring that company policies are followed and that proper and organized documentation is provided to support the report.
Timely and accurate preparation and submission of Accounts Payable vouchers, ensuring that proper accounts are used, and amounts are correct and that proper and organized documentation is provided to support the voucher.
Prompt and accurate preparation of various correspondence.
As needed, assist in coordinating efforts with Technology, Building Services and others to ensure group’s needs are met.
Ensure that basic supplies for team are kept stocked and accessible to team members.
May be called upon to take on additional responsibilities and/or perform other tasks as assigned.
•A self-starter who stays on schedule prioritizing time well with minimal supervision (eventually)
•3-5 years related experience working in a corporate environment
•Strong demonstrated working knowledge of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.
◦OUTLOOK: In CALENDAR, ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; in E-MAIL, the ability to compose, send and forward emails as well as perform e-mail blasts and familiarity with features such as in-box management (folders), sort and search.
◦WORD: ability to create and modify communications using features such as header/footers, pagination, tables, mail merges, hyperlinks, etc.
◦EXCEL: ability to understand, create and use advanced functions and formulas to create workbooks, pivot tables, charts and graphs.
◦POWERPOINT: ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs and objects and merging presentation
•Working knowledge of Client
•Strong organization skills
•Excellent interpersonal skills and phone manner
•Strong verbal and written communication skills – ability to convey thoughts clearly and succinctly and to communicate pertinent complex information in a clear and organized manner; ability to compose general correspondence, memos and other documents that require little or no editing by manager.
•Ability to multi-task and adapt to shifting priorities
•Strong orientation toward teamwork
•Ability to work independently or with minimal supervision
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