Job Title: Administrative Assistant
Location: New York, NY
Duration: 12 months
Pay Rate: $25/HR (W2 Only)
Job/Role Description:
- This role provides comprehensive administrative support to senior business leaders and teams operating in a high-volume, fast-paced environment.
- This position requires a highly competent, proactive, motivated, and organized professional who excels at managing competing priorities and delivering results through strong communication.
- Perform general administrative duties including copying, filing, faxing, and archiving while supporting ad-hoc projects, committees, and group events.
- Provide extensive calendar management and coordinate scheduling of internal and external meetings and calls.
- Manage a high volume of phone calls and emails, relay information in a timely manner, and interact professionally with senior business leaders.
- Deliver office management support while maintaining workflow, including ad-hoc tasks, seating management, and assisting with new hire integration.
- Collaborate with internal teams to facilitate office relocations.
- Coordinate room bookings for internal and external meetings, video conferences, and Zoom sessions across multiple locations.
- Respond promptly to client requests and handle related logistics and follow-ups effectively.
- Log and manage client interactions accurately and efficiently.
- Arrange events such as marketing activities and client field trips.
- Partner with internal stakeholders to facilitate conferences and meetings.
- Prepare and distribute divisional correspondence, memos, letters, reports, and other documents as requested.
- Coordinate a high volume of domestic and international travel arrangements for the team, including visa applications, flight and accommodation bookings, and car bookings.
- Manage expense preparation in a timely manner, including monthly invoices and payment arrangements.
- Support onboarding of new hires as well as processing of employee transfers and terminations.
- Implement divisional policies and provide guidance to the team.
- Support teams with day-to-day issues, needs, and queries in a responsive manner.
- Monitor supply inventory and coordinate with building services for equipment maintenance and supply requests.
Required Qualifications
- 3+ years of experience in an administrative capacity preferred.
- Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
- Experience with expense management tools such as Concur is a plus.
- Demonstrates dependability, high attention to detail, and the ability to multi-task effectively.
- Able to prioritize a variety of time-sensitive tasks with a sense of urgency and focus on delivering results.
- Displays consistent, professional communication skills in person, on the phone, and via email when interacting with senior-level executives.
- Excellent interpersonal skills and a positive attitude when managing calendars and workload.
- Comfortable working with people at all organizational levels, both internally and externally.
- Must be a team player who works well under pressure within a changing environment.
- Flexible and adaptable to support across multiple teams.
- Exercises discretion when dealing with confidential business matters.
- Strong ability to independently problem-solve.
- Experience working with large teams in a highly demanding environment is desirable.
- Highly self-motivated, organized, and detail-oriented with a strong customer service orientation.