Administrative Assistant-Ft+Pt Jobs

Summary:

The Administrative Assistant will provide direct administrative support to managing directors and provide indirect coverage for other members on the team.

Responsibilities:

• Help coordinate ad hoc projects (e.g. client events)
• Process travel & entertainment reports and reimbursements
• Maintain, organize and review calendar entries for all managers. Resolve or escalate calendar conflicts as needed
• Coordinate external domestic / international travel arrangements, including flight, hotel and ground transportation in line with firm expense T&E policies
• Answer, screen and route high volume of time sensitive phone calls; communicate accurate and detailed messages
• Heavy scheduling and calendar management. This requires coordinating changing schedules and preparing for meetings and conference calls by having all related documentation and logistics in place
• Anticipate full range of needs for client visits and coordinate internally as appropriate
• Provide phone coverage for members of the team as needed
• Serve as key liaison for the team with internal groups and support areas across the firm

Qualifications:

• Ability to perform in fast paced environment
• Resourceful and able to handle multiple and changing priorities
• Ability to exercise discretion when managing confidential information
• Excellent organizational skills; detail oriented
• Must be teamwork oriented and also be able to work independently with minimal guidance
• Strong time management skills; ability to prioritize multiple tasks efficiently
• Proactive in following up on details, anticipating issues, and closing loops on all requests
• Must have excellent phone manner and a strong customer service focus in a time sensitive environment
• Bachelor’s Degree and 5+ years of experience as administrative assistant, OR any equivalent combination of experience and training that provides the required knowledge, skills, and abilities
• High level of attention to detail
• Ability to effectively work with senior level individuals throughout the firm
• Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint, and Outlook)