TSR
Overview
Summary
Job Responsibilities :
As an executive assistant, you'll be expected to provide administrative support to senior members of the super department and perform the following duties :
Responsibilities
- Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
- Understand the important clients / colleagues of each manager, take accurate messages, and stay informed of mangers whereabouts
- Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
- Maintain managers calendars via Outlook which includes scheduling meetings / conference calls, addressing meeting conflicts and assisting with hosting video conferences
- Plan and organize internal events, event registrations, conference room reservations, multimedia support, and catering requests
- Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
- Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
- Create, edit, and format documents using Microsoft Office Suite and Adobe Pro
- Help manage teams shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
- Support organization by assisting with the onboarding / offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests / visitor and handling all incoming / outgoing mail and packages.
- Process invoices and create funding requests using internal platforms
- Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed
Required Skills & Qualifications
- Experience supporting multiple senior professionals including heavy calendars management and phone coverage
- Must be flexible covering different managers as group grows or changes
- Experience working in the financial services industry preferred
- College Degree Preferred (or 5+ years of relative corporate experience preferred)
- Excellent communication, writing, judgment, and problem-solving skills
- Strong attention to detail as well as solid organization / time management skills
- Must be an enthusiastic and positive team player who is willing to help out and work well with others
- Able to work in a fast-paced environment and handle multiple tasks concurrently
- Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
- Knowledge of O365 and Microsoft Teams a plus
- Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
- Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
- Solid typing skills
This role requires that all successful applicants be fully vaccinated against COVID-19 as a condition of employment and provide proof of such vaccinations within 3 days of commencement of employment