Assistant Office Manager / EA

Overview

A technology-driven trading firm made up of a close-knit group of quantitative traders and technologists is looking for a senior administrator/assistant to join us in our New York headquarters.

As the Assistant Office Manager and Executive Assistant, you will lead our administrative support. You will assist procurement, facilities, office management, recruitment and human resources.

Responsibilities

• Manage the procurement process including researching and approving invoices, researching standard accounting errors and working with facilities on general site requests and issues
• Provide general administrative support such as preparing correspondence, vendor management, and expense reporting
• Prepare presentations and materials for meetings
• Organizational support including staff related tasks (maintenance of organizational charts, business continuity planning, on-boarding employees, etc.)
• Attendance tracking and other ad-hoc projects
• Manage and coordinate schedules, meetings, events and travel
• You will be given as much responsibility as you are interested in and capable of managing

Qualifications

• 3-5 years of executive administrative support experience within a complex organization
• Bachelor’s degree in Business, Management or Human Resources is preferred
• A positive attitude and emotional intelligence
• Excellent written and verbal communication skills
• Exceptional interpersonal skills with the ability to form professional relationships across all areas of the organization
• Excellent organizational and time management skills with superior attention to detail
• Demonstrated ability to interact with Senior Management and handle confidential and sensitive information with discretion
• Strong work ethic, self-motivated, but understands the key need to be a team player
• Ability to problem solve and prioritize effectively
• Demonstrated ability to juggle multiple competing tasks and demands in a fast-paced environment
• Travel booking experience is required
• Punctual and reliable
• Ability to be proactive and take initiative to anticipate the needs of a complex office
• Demonstrated ability to remain calm under pressure and be flexible to changing priorities
• Proficient in Microsoft Office
• Familiarity with conference tools, (e.g.: Bluejeans, WebEx, etc.)