Job Description
Our client, a highly reputable investment firm, is looking to hire a Senior Administrative Assistant for their NYC office. This role is providing support to their Senior VP of Marketing & Trading, and team, along with other Senior affiliates. The ideal candidate will have at least 5 plus years of applicable experience supporting a group of investment, finance, or trading professionals. This role will entail data entry projects using Excel and other software, with high attention to detail. The successful candidate will be proactive, an excellent communicator, problem solver and highly organized.
RESPONSIBILITIES - Perform a range of operational support activities for the company including compiling reports, furnishing information to internal and external parties
- Meeting arrangements (reserves conference rooms, arranges catering orders, guest security clearance, restaurant reservations, ensure the executives are prepared for all meetings and events, and assist with preparation of presentation materials)
- Calendar management and updating Outlook Contacts
- Conference call scheduling in all time zones; setting up WebEx, video conferencing capabilities
- Phone call screening
- Expense report processing
- Arrange courier service
- Coordinate travel via Concur; itinerary preparation
- Retrieve and organize reports with trading data to submit daily, weekly, or monthly with high attention to detail
- Expeditiously processes trade confirmations, obtaining appropriate approvals and organizing related information to assist the traders
- Organize and file all paperwork related to corporate deals; file electronically
- Basic administrative functions such as using office machines to print, scan, fax and mail packages
- Coordinate bill payment with Accounting department for outside consulting services
- May on occasion, cover other areas based on office needs and assist executives with personal items
REQUIREMENTS - 5+ years of experience in an administrative services role in Finance/ Investments
- Independent, highly organized individual. Must be extremely reliable and have a positive attitude
- Proactive, solution-oriented and a confident communicator
- Flexible and willing to adapt to dynamic office environment
- Resourceful and creative in completing certain tasks without much direction or instructions
- Willing to take on new responsibilities and can be held accountable for the completion of all assignments
- Ability to follow-up with all parties involved to make sure projects are completed correctly and on time
- Able to work well under pressure and maintain professionalism under all circumstances; must have excellent interpersonal skills
- Team player
- Must be well versed in Microsoft Outlook, Excel and have very strong internet research skills
- Bachelor's degree
SALARY $80-$90K (DOE) + Paid OT + FULLY paid Benefits from day 1 + Discretionary Bonus + 401K/contribution + Great PTO
HOURS 8:30/9am-5:30/6pm (DOE) + Flexibility as needed
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Job Tags
Flexible hours,