Overview
Executive Assistant Jobs in New York, NY at Hired by Matrix, Inc
Title: Executive Assistant
Company: Hired by Matrix, Inc
Location: New York, NY
At-a-Glance:
Are you ready to build your career by joining a global financial institution? If so, our client is hiring an Executive Assistant.
Position Type:
- Contract
- Hybrid – 4x a week on-site minimum, with potential to be there 5 days
Required:
- Prior administrative or related experience at the executive level is essential.
- Flexible and proactive attitude with the willingness to take on new and ad hoc projects.
- Highly service-oriented and detailed-oriented individual with the ability to work well both independently and collaboratively.
- Highly trainable with ability to learn new, proprietary systems pretty quickly.
- Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility including escalating matters where necessary.
- Experience within a Financial Services environment preferred.
- Excellent written, verbal, and interpersonal communication skills.
- College degree mandatory.
- Proficiency with all Microsoft Office software.
- Adaptability to new challenges as the team and business complexity continues to evolve.
Responsibilities:
- Becoming familiar with all policies and procedures related to expenses and travel including monetary thresholds and required approvals.
- Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and events.
- Coordinating on-site client meetings, including room reservations, catering, day of logistics, etc.
- Submitting, maintaining and monitoring expense reports through Concur system to ensure timely settlement of expenses.
- Processing external vendor payments through Smaart system.
- Obtaining approvals for firm absorbed costs through internal system.
- Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messages.
- Use of excellent judgment with both internal and external clients.
- Managing and maintaining the confidentiality of highly sensitive information as it relates to firm, staff, and clients.
- Heavy calendar monitoring, management and scheduling.
- Back-up coverage for administrative team colleague(s) during planned or unplanned absences from the office or as necessary.
- Reviewing and prioritizing incoming emails and taking appropriate action. Performing related duties as assigned.
- Ability to coordinate, and manage to completion, special projects as assigned.
- Advanced experience in making domestic and international travel arrangements including procuring visas (with assistance from travel desk), currency exchanges, arranging ground transportation, etc.
- Coordinating complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days/times as needed.
- Adept with working out travel logistics (e.g. planning real travel time between meetings, hotels and airports).
- Documentation Management including coordinating, streamlining and properly recording important documents and files.
- Assist with onboarding and off boarding all employees (e.g. new hires including permanent, temporary employees and interns as well as those departing the Firm).
- Facilitating execution of legal documents to be signed by various officers.
- Ad hoc project work.
Get in Touch:
If you think you'd be a good match, submit your resume and reach out to Arpit at 201-484-7318 to learn more.
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