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Asset & Wealth Management - Executive Administrative Assistant

Req #: 170124759
Location: New York, NY, US
Job Category: Admin/Secretarial
Job Description:

Provide administrative support in all facets of daily business routine, while maintaining awareness of and sensitivity to confidential nature of Asset Management clients. A qualified candidate must be highly organized, competent in key administrative skills, well-spoken and comfortable in a fast-paced environment.

ESSENTIAL FUNCTIONS:

• Telephone coverage; screen calls; take messages and distribute in a timely and appropriate manner
• Calendar management; schedule internal/external meetings and appointments; and coordinate
conference calls
• Coordinate travel arrangements (air, hotel accommodations and ground transportation) via travel express and/or travel agency; prepare detailed itineraries and assure accuracy and timely delivery of plans/tickets to travelers
• Review managers' expense reports, verify expense documentation and submit to accounting for payment
• Compilation and distribution of reports on a weekly, monthly and quarterly basis
• Maintain and coordinate all files for the assigned team and process all files for archiving on a quarterly basis
• Maintain department equipment (fax machines, copiers, printers, etc.)
• Deliver various materials to clients/bankers as needed
• Liaison for ordering and re-orders of all office supplies
• Maintain facility and office security, i.e., repairs, upkeep of indoor/outdoor grounds, security of computer rooms and grounds
• Coordinate group coverage, i.e., lunch hours, vacations, training and temporary assistance
• Assist with overflow, special projects and day-to-day tasks (eg. On boarding/off boarding new hires, summer interns, etc.)

  • Minimum 3 years experience in an executive administrative assistant role
    • Proficiency with Microsoft Office Suite (Word, Excel and PowerPoint), Lotus Notes, general
    comfort level with Internet/Intranet usage and ability to learn proprietary software
    • Excellent interpersonal skills, both written and oral
    • Self-starter, extremely organized and detailed-oriented with strong commitment to accuracy
    • Ability to multi-task and manage priorities effectively
    • Good judgment and problem solving skills
    • Absolute discretion when dealing with confidential matters
    • Responsive and reliable
    • Ability to work both independently and as a team player and SMILE
    • Exceptional follow-up and follow-through skills
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