Job Description
Job Description
We are looking for a detail-oriented Administrative Assistant to provide support to a team of Managing Directors in a fast-paced environment. This role involves managing schedules, coordinating meetings, and handling various administrative tasks to ensure smooth operations. Based in New York, New York, this is a contract position offering an excellent opportunity to contribute to organizational success while enhancing your attention to detail.
Responsibilities:
• Manage 5 Directors complex schedules and calendars, including arranging travel plans and accommodations.
• Coordinate and organize meetings, both virtual and in-person, including preparing and distributing materials, booking rooms, and handling logistics such as food orders and attendance lists.
• Assist in planning and executing events involving members, ensuring all logistical aspects are addressed.
• Prepare and submit expense reports promptly, and oversee vendor invoices and internal payment processes.
• Develop and maintain positive and collaborative relationships across departments to facilitate effective cooperation.
• Provide administrative support for various projects, ensuring deadlines and objectives are met.
• Handle inbound calls and inquiries, delivering excellent communication and customer service.
• Utilize tools like Concur for expense management and vendor invoice processing efficiently.
• Ensure accuracy and organization in data entry and file management.
• Support leadership with ad hoc tasks as needed to maintain operational efficiency.
• Bachelor’s degree OR 3+ years of administrative support experience.
• Experienced in coordinating schedules for five or more individuals. (REQUIRED)
• Proficiency in tools such as Concur, Microsoft Office Suite, and virtual meeting platforms.
• Strong organizational and multitasking skills to handle a variety of tasks simultaneously.
• Excellent communication skills, both written and verbal, to interact effectively with stakeholders.
• Ability to manage calendars, book travel arrangements, and coordinate events with precision.
• Familiarity with expense reporting and vendor invoice processing.
• Attention to detail and a proactive approach to problem-solving.
• Ability to maintain a detail-oriented approach in a dynamic and fast-paced environmen