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Administrative Assistant

2 months ago

New York, United States Phaxis Full time

We are currently seeking an Administrative Assistant to assist a Portfolio Management team for a reputable financial services firm in NYC.


Key Responsibilities:

  • Provides support and coordination in the consistent and effective application of policies, procedures, and practices related to the Office Operations and Administration Management.
  • The position will encompass a wide array of functions, including new colleague onboarding as well as coordination of various office management elements to ensure exemplary client and colleague experience.
  • Additionally, this role will include working with the Administration Director to help organize and execute special projects.
  • Support the Director with meeting scheduling, collection and dissemination of meeting materials, event planning, budget and expense tracking, meeting minutes and action items tracking, project communications, other ad-hoc requests.
  • Assist with space planning, colleague seating, and maintain accurate floor plans for all office locations.
  • Function as the point-of-contact for various facilities items such as security system, ID badges and supports the set-up and/or modifications of office space including coordination of logistics.
  • Establish, organize and supervise the maintenance of business unit records and retention of records, ensuring complete accuracy and confidentiality.
  • Assist with Business Continuity plans and activities.
  • Provide support with upkeep of facilities and liaise with building management and vendors. Track all facility repairs and maintain office equipment in good working condition.
  • Manage print and marketing material in inventory as well as reprints.
  • Process invoices and expense reports.
  • Provide back-up for the reception desk.
  • Work closely with Administration Direction on ad-hoc projects.
  • Manage Office Operations team deliverables to ensure exception service to clients.


Skills:

  • Excellent inter-personal, verbal and written communication skills required.
  • Knowledge of Microsoft Excel, Word, PowerPoint and Outlook are required.
  • Ability to establish relationships and work effectively with all levels of the organization.
  • Basic understanding of project management.
  • Ability to manage competing priorities with strong organizational skills. Ability to multi-task.
  • Minimum 4 years of experience administrative support role.
  • Minimum 4 years of experience in using Microsoft Office applications.