Job Description

Reference # : 18-00259Title : Administrative Assistant
Location : New York, NY
Position Type : Contract
Experience Level : Start Date : 02/12/2018
Our client, a leading global financial services company, has approximately 200 million customer accounts and does business in more than 140 countries. They provide consumers, corporations, governments and institutions with financial products and services, including consumer banking and credit, corporate and investment banking, securities brokerage, transaction services, and wealth management.

Administrative Assistant
The position will provide administrative support to a senior executive and his management team.
- Coordinate all aspects of senior level appointments, meetings, receptions and conference calls through Outlook/WEBEX
- Administer confidential/sensitive information in a discreet manner
- Follow up on behalf of the executive on ongoing projects
- Assist with creation/modification of presentations, spreadsheets, and other various documents
- Maintain distribution lists and communicate reminders
- Maintain organizational charts and group aliases
- Create and maintain agendas for monthly meetings, Town Halls, and weekly staff meetings
- Serve as a back up support for other executive level manager or administrative staff, as needed
- Facilitate Exception Approvals with the executive
- Update files/records, produce reports and handle correspondence.
- Coordinate travel arrangements - both international and domestic
- Prepare, reconcile, and track expense reports through T&E system
- Order supplies and process invoices through P2P system
- Handle incoming calls, respond to inquiries, clarify company policies and procedures
- Follow up on ad-hoc reports special projects as needed
- Handle sensitive materials; maintains appropriate levels of confidentiality
- Communicate with senior level internal management, clients, industry officials and senior management in other firms
- Assist visiting managers with travel, office space or other needs.
- Operate with a high degree of professionalism in every situation
- Ability to prioritize by asking the right questions to clarify requests
- Self-starter and problem-solver who is able to work unsupervised and make productive use of time and anticipate needs and problems, design and implement solutions, learn from mistakes and plan effectively
- Associate's degree preferred
- 5-7 years' experience in a similar role at a global financial services firm
- Demonstrates a high level of integrity and professionalism
- Excellent oral and written communication skills; strong and polished interpersonal skills
- Detail and client service oriented; possess excellent organizational skills
- Manage confidential information with utmost discretion
- Ability to deal effectively and diplomatically with all levels of internal and external management
- Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint)
- Ability to gain command of new systems as required for the job
- Team player; ability to inspire trust and promote collaboration
- Ability to execute under tight timeframes - multi-task, prioritize and work independently
- Energetic, with a willingness to learn, take initiative and work in a fast-paced environment
- Ability to handle confidential information and matters with discretion
- Understand and utilize internal systems/tools -

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