Administrative Assistant
Roth Staffing Companies

Job Info

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We are searching for an experienced Administrative Assistant to work in Midtown, NY for a global financial investment firm. The Administrative Assistant role a variety of challenges and opportunities for growth. This position requires individuals who are proactive, professional, and possess strong organizational and attention-to-detail skills.

The role is required to work onsite in New York, NY. $42/hr DOE

Responsibilities

You can expect a dynamic work environment where each day brings new and exciting challenges. Some examples of the day-to-day responsibilities in this role include, but are not limited to:

1. Calendar Management

• Heavy calendar management for 4-5 individuals according to their preferences

• Proactively identifies and resolves calendar conflicts

• Communicates effectively, keeps managers' calendars well organized, and properly screens meetings

2. Meeting Coordination

• Schedule external and internal meetings, calls and video conferencing

• Checks and confirms availability for participants

• Coordinates meeting materials, printing and distribution

• Handles all aspects of meeting logistics (i.e. VC details, conference Rooms, A/V assistance, catering)

3. Travel Coordination and Preparation

• Coordinates international and domestic travel arrangements through our online booking tool and travel agency

• Arranges cost effective ground transportation, books hotels and manages all logistics

4. Expense Reports:

• Gathers business documentation and approvals to prepare monthly expense reports • Prompts managers after travel, meetings and events for proper documentation

• Prior to travel or events, obtain policy exception approvals and compliance pre-approvals

• Process monthly detailed expense reports through the Concur system

• Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed

• Monitors and tracks all expense reports submitted until final payment

5. Project and Department Responsibilities

• Completes assigned projects on time and with accuracy

• Liaises with assistants from other departments to support all business needs as a team

• Supports individuals with any projects or events, using Excel, PowerPoint and PIMCO applications

Qualifications

• 2 - 5+ years of previous administrative experience supporting multiple individuals, preferably within the Financial Services or Investment Management industry

• Intermediate- to-advanced working knowledge of MS Word, Excel and Outlook required

• Strong written and verbal communication skills, including exceptional telephone management and the ability to prepare professional correspondence

• Exceptional organizational and project management skills

• Adaptable to shifting priorities: You thrive in an environment where priorities may change, and you can easily adjust to new circumstances with minimal notice and guidance

• Two-year college degree is preferred, but not required

Professional Skills

• Self-motivated and proactive • Fast learner

• Skilled at multitasking • Highly organized

• Exceptional attention to detail

• Customer-oriented • Effective problem solver

• Strong follow-up skills • Excellent interpersonal skills

• Ability to prioritize tasks effectively

• Collaborative team player

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition

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