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    Administrative Assistant - New York, United States - Clarity Recruiting

    Clarity Recruiting
    Clarity Recruiting New York, United States

    5 days ago

    Default job background
    Description

    Duties and Responsibilities:

    Provide day-to-day administrative support to the IT management team at a NYC based financial firm including scheduling, contact management, correspondence and travel booking as well as supporting team to review invoice payment and contract renewal, etc.

    Administrative Tasks

    • Responsible for calendar coordination – ensure calendar is up to date and contains
    • all relevant information.
    • Phone coverage when manager is unavailable, tracking messages and follow up.
    • Responsible for tracking expenses, creation of expense reports and coordination
    • Manage contacts and correspondence
    • Provide back-up administrative assistance to other managers as required.

    Meeting Coordination

    • Schedule, arrange and facilitate meetings (sometimes within different time zones)
    • Ensure complete preparation for all meetings including researching and writing
    • briefings, coordinating materials and communicating with attendees
    • Track and ensure follow up from all meetings and events
    • Getting zoom meetings setup or opened prior to the meeting.

    Contract Renewal and Invoice Process

    • Assist senior management to manage contract renewal
    • Assist senior management to review invoice payment approval

    Travel Coordination

    • Responsible for all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etc 5. Special Projects
    • Assist special projects for cross functional collaboration.

    Skills & Educational Requirements:

    • Bachelor's degree required
    • A minimum of 5 years of experience as an Administrative Assistant supporting a senior manager and/or as an Executive Assistant, in a fast-paced environment
    • Excellent organizational and time management skills
    • Excellent attention to detail and accuracy
    • Discretion and experience handling sensitive/confidential information is a must
    • Ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with sound judgment
    • Outstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and clients
    • Ability to work in a team environment and the ability to interact with management and business personnel
    • Resourceful, motivated, efficient, proactive and customer service oriented
    • Ability to protect confidential and proprietary information of the company and previous experience handling sensitive/confidential information is a must
    • Ability to perform and adapt under pressure
    • Experience using Apple products (iPhone, iPad, Mac laptops, etc.) and good overall computer skills
    • Proficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint)
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