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Administrative Assistant (Floater) - 18-01471
Ref No.: 18-01471
Location: Jersey City, New Jersey
Position Type:Contract
Start Date / End Date: 07/16/2018 to 12/28/2018
(This is a floater role that will be working out of our Jersey City and New York City office. Hours will be 8:00 AM - 6:00 PM)
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OPERATIONS:

Operations is a dynamic, multi-faceted division that partners with all parts of the firm to provide banking, securities, and asset management services to clients around the world.
In addition, Operations provides essential risk management and controls to preserve and enhance the firm's assets and its reputation. For every new product launched and every trade executed, it is Operations that develops and manages the processes and controls that enable business flow.

YOUR IMPACT

The Operations Division is seeking to add a highly motivated Administrative Assistant (Floater). This role will support Managing Directors and their broader teams in both our Jersey City and New York City office.
Previous experience in supporting a team and arranging complex travel itineraries is preferred as well as the ability to work well under pressure in a busy and dynamic environment.

HOW YOU WILL FULFILL YOUR POTENTIAL
  • Provides administrative support in a complex team environment
  • Coordinates complex, senior-level internal conference calls
  • Handles a high volume of phones calls and interacts with high level business leaders in a professional and effective manner
  • Maintains complex and extremely detailed calendars and prioritizes meeting requests and related logistics
  • Coordinates travel arrangements and processes team expense reports
  • Coordinates with other administrative personnel in Mutual Fund Board of Trustee
  • Ad Hoc Projects include logistical support of TPD Sales Meeting and Mutual Fund Board Meetings
  • Maintains understanding of firm policies and handles certain issues independently
  • Responsible for participation in general administrative duties (copying, scanning, archiving), ad-hoc projects, committees and or group events
 
  • Requires excellent interpersonal and communication skills
  • High attention to detail
  • Ability to maintain high standards despite pressing deadlines
  • Ability to solve problems quickly and efficiently
  • Strong knowledge of general business, corporate and government cultures
  • Ability to handle highly sensitive, confidential and non-routine information
  • Self-starter with excellent anticipation skills; problem solving; follow up
  • Demonstrated dependability and sense of urgency about getting results
  • Demonstrates high degree of integrity and confidentiality
  • Strong organizational skills
  • Comfortable working with people at all organizational levels
  • Ability to display a consistent, professional degree of communication
  • Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment
  • Must be able to prioritize a variety of time-sensitive tasks
  • Must have excellent judgment; independent thinker and resourceful
  • Strong proficiency in MS Word, Excel, PowerPoint and Outlook
  • Team player with a positive attitude
  • Highest degree of integrity, professionalism, diplomacy and discretion required