Administrative Assistant Iii Jobs

Administrative Assistant III

New York, NY

3-months contract

Job ID 2023-8683

Solugenix is assisting a client, a prestigious and large investment management company, in their search for an Administrative Assistant III. This is a 3-month contract opportunity based out of New York, NY.

The level III Administrative Assistant demonstrates thorough knowledge in the assigned area and works under direction only as needed. The Assistant provides administrative support to senior managers and may also provide administrative support to a broader department or team. Additionally, the Assistant independently manages a range of tasks and acts as first point of contact for internal and external queries.

Qualifications:

• Requires 5+ years of experience as an administrative assistant.
• Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
• Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
• Demonstrates initiative by identifying issues and recommending solutions.
• Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
• Demonstrates sound judgment in resolving matters of high complexity.
• Demonstrates ability to prioritize assigned work and complete in a timely manner.
• Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel, and PowerPoint.
• Demonstrates in-depth knowledge of department’s function and applies it to work assignments.

Responsibilities:

• Produces general correspondence, reports and presentations. May create documents transcribing from voicemail, recordings or in-person meetings.
• Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
• Provides administrative support.
• Meets, greets and escorts visitors, meeting attendees and candidates. Drafts, collects and distributes supporting documentation. May compile minutes and distribute follow up materials as required.
• Organizes and maintains information that may be sensitive, confidential or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.
• Creates and maintains lists, files and databases to enhance efficiency and productivity.
• May conduct data analyses and presents findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and presentations.
• Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes, and equipment as required.
• Develops appropriate formats and checks for grammar, punctuation and spelling.
• Uses knowledge of the function and manager’s role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate.
• May train other administrative support staff on general responsibilities and provide work direction on day-to-day issues.
• Completes business expense claims promptly and follows up on reimbursements if necessary.
• Manages incoming and outgoing mail and correspondence (post, email, etc.); handles routine issues directly and prioritizes remainder.
• May conduct basic analysis and auditing.
• Manages complex travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications.
• May work on special projects as assigned.
• Responds to internal and external queries concerning guidelines, procedures or operations.
• Extensively manages calendars. Plans, negotiates and schedules meetings to accommodate manager and others.
• May order supplies and equipment and handle incoming invoices.
• Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants.
• Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
• Performs additional responsibilities as assigned.
• Proactively develops relationships with key internal and external contacts in order to source information or redirect inquiries appropriately.
• May track, gather, maintain and compile market or internal information, and generate reports.
• Acts as first point of contact for the team or department.
• Uses discretion and judgment to determine the priority of meetings.
• Identifies opportunities to improve work processes/flow in order to leverage own and department’s workload.
• Also, Serves as first point of contact for inquiries. Assesses level of urgency, determines business nature and identifies what inquiries need to be directed to particular team members.
• Keeps abreast of internal administrative policies, practices and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.).

Pay Range for CA, CO, NJ, NY, WA: $40/hour to $41.38/hour. Starting rate of pay offered may vary depending on factors including but not limited to, position offered, location, education, training and/or experience.

About the Client

Our client is an American financial services company. It ranks among the world’s oldest and largest investment management organizations. They have offices globally.

About Solugenix

Solugenix is an information technology services company known for its deep experience and knowledge in providing comprehensive technology services, solutions, and talent support for companies around the world. The company offers a variety of cutting edge and talent support solutions to promote growth and cutting-edge advancement to our esteemed clients and candidates. We provide these talent support solutions on a contract, contract-to-hire, and direct hire basis. We also have additional resources from our staffing partners to ensure the right match and expertise for the best result.

For over 50 years, global and local brands have trusted Solugenix as an added resource and partner in taking steps to ensure their immediate and future success. In addition to generating ground-breaking, industry-defining solutions, Solugenix has been delivering the talent and support needed to make it happen. We are dedicated to partnering with clients and candidates whose core values also foster a culture of professionalism, teamwork, and integrity.