Location: All cities,NY, USA
Onsite 5 days
As an administrative assistant, you'll be expected to provide administrative support to senior members of the division and perform the following duties:
-Supporting WM Legal attorneys in Westchester
-Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
-Understand the important clients/colleagues of each manager, take accurate messages and stay informed of manager's whereabouts
-Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
-Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences
-Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests
-Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
-Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
-Create, edit and format documents using Microsoft Office Suite and Adobe Pro
-Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary
-Manage team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
-Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages.
-Process invoices and create funding requests using internal platforms
-Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed
Qualifications:
-Experience supporting multiple senior professionals including heavy calendars management and phone coverage
-Must be flexible covering different managers' as group grows or changes
-Experience working in the financial services industry (5-10 years)
-College Degree Preferred (or 5+ years of relative corporate experience preferred)
-Excellent communication, writing, judgment, and problem-solving skills
-Strong attention to detail as well as solid organization/time management skills
-Must be an enthusiastic and positive team player who is willing to help out and work well with others
-Able to work in a fast-paced environment and handle multiple tasks concurrently
-Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
-Knowledge of O365 and Microsoft Teams a plus
-Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
-Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
-Solid typing skills (60+ wpm)