Job Title: Administrative Assistant
Duration: 3 Months
Location: New York, NY (Onsite)
Shift Timings: SBH
The Team
The Executive Office plays an integral role in setting and advancing Client corporate strategy, and in preserving the firm's distinctive culture. We are responsible for safeguarding the firm's relationship with alumni, clients, shareholders, policy makers, and the broader public, while ensuring that our own people remain informed about the firm's evolving priorities. We also partner with the businesses to source high-impact opportunities in line with the firm's social and sustainability agendas.
About Client:
Led by the firm's first Chief Marketing Officer, the marketing function at Client is backed by momentum and a broad imperative to unify the discipline, helping to codify a business-critical function seen as core to the firm's future growth. As such, marketers sit centrally in the firm's Executive Office as well as in each revenue business, and are connected as a horizontal function, delivering value for the brand and the business. Together, this team collaborates to build a unified, scalable, and consistent approach to marketing the firm's brand and its offerings. Our mission is to be a demonstrable force multiplier for the businesses we serve.
Your Impact
The Client's Marketing group is seeking to add a highly motivated Administrative Assistant. This role is to support multiple senior executives (Managing Director and senior VPs) and provide back-up support to the broader team as needed. Previous experience in supporting senior executives and managing complex calendars is preferred as well as the ability to work well under pressure in a busy and dynamic environment.
Job Duties:
- Provide administrative support to multiple senior marketing executives
- Coordinate complex, senior-level internal/external meetings and conference calls
- Maintain briefing materials and talking points for meetings and speaking opportunities. Liaise with other divisions to coordinate materials as needed
- Track requests needed from internal stakeholders and work with senior executives to ensure that responses are provided in a timely manner
- Maintain an extremely detailed calendar and related logistics
- Handle a high volume of phone calls and interact with senior level business leaders in a professional and effective manner
- Respond and follow up on client requests
- Coordinate occasional domestic and international travel
- Process expense reports
- Perform other tasks, including but not limited to, preparing correspondence and other communications, file organization, research, archiving
- Maintain understanding of firm policies
- Manages monthly invoices and arranges for payment.
- On-boards new hires, processes new employees, transfers, termination, etc.
- Responsible for participation in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and or group events.
- Orders supplies and keeps inventory well-stocked.
Skills: Skills and Qualifications:
- Requires excellent interpersonal and communication skills.
- High attention to detail.
- Ability to maintain high standards despite pressing deadlines.
- Ability to solve problems quickly and efficiently.
- Strong knowledge of general business, corporate and government cultures.
- Ability to handle highly sensitive, confidential and non-routine information.
- Self-starter with excellent anticipation skills; problem solving; follow up.
- Demonstrated dependability and sense of urgency about getting results.
- Demonstrates high degree of integrity and confidentiality.
- Strong organizational skills.
- Comfortable working with people at all organizational levels.
- Comfortable working in a sometimes hectic, high pressure environment.
- Ability to display a consistent, professional degree of communication
- Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment.
- Must be able to prioritize a variety of time-sensitive tasks.
- Must have excellent judgment; independent thinker and resourceful.
- Strong proficiency in MS Word, Excel, PowerPoint and Outlook.
- Team player with a positive attitude.
- Highest degree of integrity, professionalism, diplomacy and discretion required.
- Prefer 2+ years of experience.
Education:
- Bachelor's Degree Preferred
- H.S Diploma
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Spectraforce Technologies
Nov 13, 2024