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Administrative Assistant

NEW YORK-10009, NY, US
09/03/2019

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Required Skills

PowerPoint, Microsoft Office

Company

Infinity Consulting Solutions, Inc

Experience

1 to 4 Year(s)

Job Description

A large Financial Organization is seeking a motivated individual to join the firm's Investment Management division as an Administrative Assistant.

Reporting to a Managing Director ("MD") as well as the team of investment professionals, this individual must exercise excellent judgment, have exceptional communication skills, demonstrate strong customer service and professionalism, and handle numerous projects and heavy workflow with a high level of accuracy.

In addition to supporting the team with all administrative support, the ideal candidate will demonstrate the ability and confidence to handle complex situations.

The successful candidate will have experience supporting senior-level executives and be comfortable interacting with other high-level members of the team and external clients in a fast-paced, ever-changing environment.

The Administrative Assistant position is located in New York.

Specific Responsibilities Include:

Manage clerical, administrative, and business details, including calls, meetings, travel, and entertainment

Manage a complex calendar effectively to maximize the use of his time in accordance with department priorities

Coordinate, plan for, and ensure all materials and other preparation are complete to ensure successful calls, meetings, and trips, including

Manage schedules for on- and off-site meetings

Assist with internal and external meetings and conference presentations; prepare and coordinate media and materials

Prepare and develop PowerPoint presentations, excel spreadsheets and dashboards as directed

Arrange meeting preparation and participation: prepare agenda in advance and arrange meeting facilities; act as recording secretary (prepare action minutes if applicable); provide back-up data prior to meetings/calls.

Manage travel arrangements; prepare itinerary and trip file, keeping other staff posted as necessary; coordinate materials and supplies; coordinate hotels, meetings and meals; complete expense reports

Handle confidential information in a professional and discreet manner

Skills & Experience Required:

At least 1-2 years of related administrative experience in a corporate environment

Strong attention to detail; accurate

Advanced computer skills, including but not limited to Microsoft Office, Outlook, Word, Excel, PowerPoint, and Visio

Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients

Experience with coordinating cost-effective travel and meeting arrangements

Experience managing calendars in different time zones

Proactive & solutions-oriented; innovative & forward-thinking

Learning agile, able to adapt quickly and appropriately in accordance with the constant evolution of the company and industry