Administrative Assistant

Schedule: Monday through Friday, 9:00 am-5:00 pm

Summary

The Administrative Assistant will support the Global Director of Technology Services in a wide variety of areas, including, but not limited to: extensive schedule management, global and domestic travel arrangements, meeting planning; ensuring that the Director is prepared by providing logistical support and related documents in advance of the meetings. The Administrative Assistant will also provide administrative support to the IT Managers in the group and general support of department activities.

A high degree of discretion and professionalism is expected, as well as strong organizational skills, creativity and the ability to anticipate and address the needs of the team. The successful candidate will be detail-oriented and self-motivated, able to identify and help implement improvements to the department. Finally, this person will work and coordinate with a wide range of colleagues at various job levels, both internally and externally and should have strong communication and influencing skills. 

Responsibilities

• Interact with executive-level contacts, both in the US and internationally.
• Coordinate frequent, complex domestic and international travel arrangements. Prepare related itineraries and agendas.
• Track expenses, prepare and submit expense reports in a timely manner.
• Efficiently manage demanding, frequently-changing and complex calendars.
• Draft and proofread communications targeted at multiple stakeholder groups.
• Coordinate quarterly, global conferences led by the Director, including all logistics for meetings held in international offices.
• Assist in preparing agendas, communications and presentations. Assist in drafting and proofreading applicable documents in advance of the meetings to allow for sufficient review.
• Organize and maintain meeting minutes/notes, actions and supporting presentations in One Note.
• Develop presentations and reports for staff and others using Microsoft Word, Excel, PowerPoint and Project Management software.
• Act as liaison to various departments and stakeholders as well as outside vendors and partners.
• Prepare and maintain confidential budget information. Work with global Finance teams to submit and monitor annual IT budgets; review quarterly results with Director and global Finance teams.
• Research and reconcile budgetary items and provide budget status reports.
• Process all monthly invoices for payment and track spending to specific budget lines.
• Assist IT Managers in maintaining internal processes and procedures and user-oriented intranet content.
• Undertake special projects and interface with IT teams and the business, providing support as needed.
• Perform general office tasks, including mail distribution, external consultant timekeeping and ordering supplies for the department.

Requirements

• Minimum HS diploma or the equivalent (Bachelor’s Degree preferred)
• Must be independently legally authorized to work in the United States
• 5 or more years administrative/secretarial experience with 3 years supporting senior executives
• Exceptional organizational skills, including the ability to coordinate across multiple offices and regions
• Ability to work well under pressure in a fast-paced environment under strict deadlines
• Aptitude for learning and applying new information, skills and procedures
• Ability to handle multiple tasks, making appropriate judgments on priorities
• Ability to represent the Firm and communicate professionally with staff and other colleagues, maintaining tact, diplomacy and confidentiality
• Excellent verbal and written communication skills, including the ability to compose, edit and proofread correspondence and documents
• Ability to interact with executive-level domestic and international team members
• Ability to work independently as well as part of a team and foster a team-focused environment that encourages collaboration and peer support
• Excellent planning skills and ability to take ownership of administrative projects from start to finish
• Excellent computer skills with proficiency in the use of Microsoft Office (e.g., Word, PowerPoint, Excel, MS Project Manager, Access, One Note) and e-mail/calendar software
• Flexibility for overtime
• Minimum of 60 wpm typing