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Executive Administrative Assistant
Ref No.: 18-08812
Location: New York, New York


Executive Administrative Assistant

The successful candidate will be smart, highly energetic and dynamic. The role will require them to be in different offices - Manhattan, Jersey City and Warren, NJ. The current location is lower Manhattan, but in the mid-term we may move to Jersey City.


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.
Qualifications:
• 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 (preferably within Banking)
• 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 - Client Marketplace, P2P, Web T&E,