Administrative Assistant

Spectraforce Technologies
United States, New York, New York
Nov 06, 2024
Position Title: Administrative Assistant Location: New York CIty, NY Duration: 5+ Months Responsibilities: Provides administrative support in a complex team environment to a senior group of executives (up to 6 executives). Provides administrative support in-office 5 days/week; expected to arrive no later than 8:30a Provides back up coverage to other assistants when necessary. Occasionally may be asked to provide extended hours coverage which includes calendar coverage and checking email periodically. Frequently collaborates with chiefs of staff and finance team members. Coordinates complex, senior-level internal/external in person and Zoom meetings. Handles a high volume of phones calls, e-mails and Teams messages. Expected to interact with high level business leaders in a professional and effective manner. As needed, interfaces with clients and vendors through email, Zoom and in-person. Maintains complex and accurate calendars with ability to prioritize meeting requests and related logistics. Coordinates occasional domestic and international travel arrangements and processes expense reports, always maintaining up to date expenses for each executive. Responsible for participation in additional duties such as approving badge access, arranging office space, coordinating group events, supporting executive visits, booking conference rooms, and supporting ad-hoc projects with chief of staff teams. Assists executives with getting to meetings on time, printing out materials, running in-office errands such as delivering documents and items within the office. Mastery of our firm systems for T&E, space/seating, manager alignments and time-entry. Skills/Qualities: Incredibly organized with attention to detail and responsiveness At least [3 years] of prior experience with senior exec coverage. Requires excellent operational proficiency in Outlook scheduling, travel booking and associated logistics (e.g., car service), and expense management. Familiar with navigating Microsoft PowerPoint, Word, Excel, and Adobe PDFs. Collaborates well with other admins as needed to ensure proper coverage and back up coverage. Has strong interpersonal and communication skills. Must be able to prioritize a variety of time-sensitive tasks. Proactive with excellent follow-up. Demonstrates high degree of integrity and confidentiality; operates with discretion. Ability to display a consistent, professional degree of communication. Resilient, able to adapt to unexpected events, and ability to prioritize and multi-task in a deadline driven environment. Education: Bachelor's Degree Preferred H.S Diploma