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Posted: Monday, August 22, 2016 12:16 AM


Administrative Assistant
As team Administrative Assistant, you will directly support a small group of team members to ensure they can focus on what they do best. Anticipating the needs of the team members you support, and back up support to the Founder, you resolve operational and administrative issues before they arise. You represent our company, serving as a great first impression and the initial point of contact for the firm. You will be responsible for incoming requests, directing emails and calls to appropriate contacts, flow of correspondence, and more. This role is a great entry point with increased responsibility added based on performance and overall contribution. You will be under the direction of the Executive Assistant to the Founder.

Manage external requests on behalf of the team, providing effective communication to all parties as appropriate.
Provide superior administrative support to ensure effective and efficient meetings. Prepare agendas and issue meeting minutes when required. Gather and organize meeting materials in advance. Reserve conference rooms and work with services for room-setups, audio-visual needs, security, transporting of materials, catering, etc.
Maintain and run reports and develop ad hoc reports upon request in a timely manner.
Assist with projects as needed. These include data analysis, spreadsheets, presentations, printing, preparing presentation/meeting binders, etc.
Assist team with daily workflow as required. Prepare and manage any correspondence, reports, PowerPoint presentations, etc. as needed. Sort and review mail on daily basis. Organize and maintain filing system.
Manage Outlook calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting request changes that occur during the day.
Coordinate meetings including preparing the agenda and presentation decks, and issuing meeting notes or related informational packets.
Coordinate travel arrangements and detailed itineraries. Handle domestic and international travel requirements. Process monthly expense reports. Manage incoming bills and statements related to expense report processing.
Prepare and organize itineraries for incoming visitors. Receive external visitors and ensure they are properly escorted at all times.
Assist with new employee and/or consultant on-boarding and/or employee transfers into or out of the department to ensure new or transferred employees are able to make an efficient start.
Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate, route calls to right staff members, and proactively handle any routine matters and other requests that can be dealt with by the Assistant.
Order office supplies and handle other office related procurement and maintenance activities as needed. Manage any bills and invoices related to departmental procurement.
?Organize team events.
?Assist with other related clerical duties and ad-hoc project as required by the team.

Position requires at least 3 years in a corporate or investment environment providing administrative support at team, executive or senior executive level.
Strong computer skills are essential. Expertise on Outlook and the MS-Office product suite is a necessity, including Word, Excel, and PowerPoint. Capability to use and/or to learn enterprise software along with business intelligence applications a must.
Proactive work style to anticipate potential problems and requirements. Capability to take independent action as appropriate using good judgment and discretion.
Ability to juggle multiple, competing priorities in a fast paced, complex environment with limited direction and with superior attention to detail in a professional manner.
Strong administrative skills are required. Must be highly organized and detail-oriented, while also being able to grasp the “big picture”.
Excellent communication, writing, and organizational skills are required.
A high degree of professionalism and a commitment to excellence are required.
Highly motivated, eager to learn and take on additional responsibilities
Previous experience with handling domestic and international travel arrangements is needed.

Salary Range: $38,000 - $42,000 per annum

Instructions to Apply:

Submit ALL the items to be considered for this role via email:

ProveIt! Scores for Outlook, Word, Excel, Typing
Cover Letter specifying interview and start date availability

Email to:

Interviews will commence immediately using video conferencing technology.

• Location: Manhattan

• Post ID: 83342907 newyork is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2016