Senior Administrative Assistant

7 days ago

New York, New York, United States Comptech Associates Full time

About the Job:

Job Title: Senior Administrative Assistant

Location: New York, NY

Duration: 6 Months

Job schedule: 3-4 days/week in the office – need flexibility based on manager's schedule

Job hours: 8:30 am to 5pm (Flexible)

The Sr. Administrative Assistant will report to the Global Treasurer and proactively handle a wide range of administrative and executive support-related tasks for the Global Treasurer and overall Treasury department. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

Responsibilities:


•Provide daily executive administrative support to Global Treasurer including answering phones, drafting, and responding to emails, scheduling meetings, managing the calendar, and arranging travel


• Monitor Global Treasurer's email inbox to bring to the forefront emails, documents, etc. that require immediate attention and/or approval


• Coordinate and manage Global Treasurer's calendar with an understanding of when to raise items as a priority as well as ensuring materials for meetings are available and accessible in advance of events


• On a weekly basis, report Global Treasurer's office/travel schedule to the Office of the CEO as part of the Direct Report Schedule (DRS)


• Management of department level events including scheduling and on occasion distributing agendas for each in advance


• Arrange US/international travel and process related travel and expense accounts. Provide Global Treasurer with the proper documents required for travel


• Coordination of the Client Earnings Discussions Calls with the Rating Agencies and the PA DOI in advance of the Client Earnings Conference Call


• Coordination, scheduling, and management of annual rating agency meetings


• Scheduling of "Quarterly Earnings Q&A for CFO" including providing the Global Treasurer's team with a schedule of due dates for the year, sending reminders, and compiling submissions


• Assist in preparing for Quarterly Risk & Finance Committee meetings including: preparing the schedule for meeting dates/locations and timeline for submissions, providing staff with documents required to complete slide deck, and submitting slide deck to Client Counsel for review and Bermuda for inclusion in Board Book


• Undertake special projects requiring a high degree of confidentiality and accuracy


• Communicate effectively with senior executives and their assistants as well as internal associates and external clients


• Maintain up-to-date Global Treasury department organization charts


• Liaise with Real Estate on office space and other related items


• Assist Global Treasury department to address the need for interns and liaise with HR


• Responsibility as the Emergency Floor Coordinator including attending meetings, distributing meeting notes to the Global Treasury Department, and ensuring the successful implementation of fire and shelter-in-place drills


• Ability to be accessible outside of business hours to address priority or emergency items as needed


• Support other senior finance executives when necessary

Qualifications:


• Bachelor's or equivalent education and experience required


• 5+ years Executive Administrative experience, preferably in a Finance environment


• Excellent written and oral communication skills


• Excellent interpersonal skills and ability to interact with all levels of personnel


• Advanced Knowledge of Microsoft Office Suite of products (Excel, PowerPoint, Word, Outlook) required


• Demonstrated ability to multi-task and work with little supervision to ensure work is completed within deadlines


• High degree of professionalism and a demonstrated ability to handle confidential information


• Demonstrated superior attention to detail and accuracy in process and results


• Displayed ability to take initiative and foresight to anticipate needs


• Strong time management, planning, organizational, and analytical skills


• Proven ability in planning, prioritizing, and organizing diverse workload.

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