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Administrative Assistant

NEW YORK-10016, NY, US
10/21/2019

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Required Skills

Microsoft Office skills

Company

Infinity Consulting Solutions, Inc

Experience

Job Description

Administrative Assistant

Responsibilities

The individual will be required to support seven (7) executives and the broader investments team
Proactive calendar management including scheduling meetings and ensuring there are no conflicting appointments, booking conference rooms with meals and determining travel arrangements.

Completing expense reports with high attention to detail, making sure all itemized and credit card receipts are accounted for.

Performing the A/P process for corporate invoices, utilizing on line accounts payable work flow.

Ownership and involvement in corporate initiatives, events, and projects.

Preparing and reforecasting budgets, including tracking office costs throughout the year.

Organizing expenditure accrual details for monthly G&A reporting.

Registering the team for events, seminars, conferences and organizing agendas.

Act as a communication liaison between the team, employees at other offices and external companies.

Preparing and formatting information for internal and external distribution, including meeting minutes, letters, memos, reports, and presentations.

Records management – responsible for setting up and managing both electronic and paper filing systems.
As well as taking steps to maintain company compliance with record-keeping policies.

Perform other clerical duties such as obtaining signatures, filing, photocopying, collating, faxing, etc.

Organizing and ordering catering for meetings and events

Ordering office supplies

Individualized support to team members as necessary

Payroll entry

The role is responsible for the procurement bid process on corporate facilities operations, i.e. cleaning, HVAC maintenance, etc. as well as ongoing contract services and vendor management

Requirements

Strong communication skills both written and verbal.

Ability to be resourceful and proactive in dealing with issues that may arise.

High attention to detail and the ability to read legal documents.

Ability to organize, multitask, prioritize and work under pressure both as a team and individually

Excellent Microsoft Office skills including the ability to build/maintain intermediate level spreadsheets for tracking of office costs and budgets as well as manipulating Word track change documents.

The individual will be responsible for managing highly confidential financial and personal information.

Be able to work well individually with minimal guidance on tasks as well within the context of a team.
Professional appearance.

Flexibility and willingness in taking on new tasks and projects outside of day-to-day activities.

Flexibility to work off-hours to assist with any emergency travel itineraries and calendar changes