Engineering- L2- CIO - Administrative Assistant - New York

This is a role which requires support from a highly competent, proactive, motivated and organized individual to provide administrative support. Experience in competing priorities, high volumes of work and strong communication is the key to success in this role.

The duties of the roles include but are not limited to:

• Participating in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and or group events
• Extensive calendar management and coordinating and scheduling of internal/external meetings and calls
• Managing high volume of phone calls and emails, relaying information in a timely manner, and interacting with senior business leaders
• Providing office management support while maintaining workflow (ie taking on ad-hoc tasks, managing seating & assisting with new hire integration)
  
  
  
  • Work with internal teams to facilitate office relocations
  
  
• Coordinating room bookings for internal/external meetings and VCs/Zooms across multiple locations
• Responding and following up on client requests and handling related logistics
  
  
  
  • Logging and managing client interactions
  
  
• Arranging events such as marketing, client field trips, etc
  
  
  
  • Work with internal stakeholders to facilitate and conferences
  
  
• Preparing and distributing divisional correspondence, memos, letters, reports or other documents as requested
• Coordinating a high volume of domestic and international travel arrangements for the team, including:
  
  
  
  • Visa applications
  • International flight & accommodation bookings
  • Car bookings
  
  
• Expense management and preparation in a timely manner (manages monthly invoices and arranges for payment)
• On-boarding new hires, processing new employees, transfers, termination, etc.
• Implementing divisional policies and providing guidance to the team
  
  
  
  • Supporting teams in day to day issues, needs and queries
  
  
• Monitoring supply inventory and contact building services for equipment maintenance and supply requests

Skills

• Demonstrates dependability and high attention to detail along with the ability to multi-task
• Able to prioritize a variety of time-sensitive tasks with a sense of urgency about getting results
• Displays a consistent, professional degree of communication skills in person, on phone and by e-mail to senior level executives
• Excellent interpersonal skills and a positive attitude when managing diaries and workload
• Comfortable working with people at all organizational levels, internally and externally
• Must be a team player that works well under pressure within a changing environment
• Flexible/adaptable to work and support across multiple teams
• Discretion to deal with confidential business matters
• Strong ability to independently problem solve
• Experience working with large teams in a highly demanding environment is desirable
• Strong Microsoft Word, Excel, PowerPoint and Outlook skills
• Preferred 3+ years of experience in an administrative capacity
  
  
  
  • Experience with expense management tools such as Concur is a plus