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Administrative Assistant

Spectraforce Technologies
United States, New York, New York
Apr 04, 2025
Job Title: Administrative Assistant Location: New York, NY Duration: 6 Months Duties: Job Summary & Responsibilities: Support Managing Directors & financial advisors in the US and provide backup phone & calendar support for the team as needed. Coordinates logistics for client calls, MD & advisor meetings that include detailed scheduling, teleconference rooms and calendar conflicts on an ongoing basis. Handle highly confidential and sensitive information. Manage invoicing and arrange payments in a timely manner. Interact with high level business leaders in a professional and effective manner. Handle large volumes of mail. Organize and ship material to clients. Maintain complex and extremely detailed calendars and prioritize meeting requests and related logistics, with urgency. Coordinate a travel arrangement when required and process expense report in a timely manner. Prepare and distribute correspondence, agendas, letters, reports or other documents as requested. Maintain understanding of firm policies. Responsible for participation in general administrative duties, ad-hoc projects, committees and or group events Skills: Qualifications: Experience supporting high level executives in financial services institutions such as Managing Directors & financial advisors. Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information Demonstrates high degree of integrity and confidentiality. Requires excellent interpersonal and communication skills, both written and verbal. Ability to displace a consistent, professional degree of communication. Extreme attention to detail and organizational skills, with ability to prioritize tasks. Ability to solve problems quickly and efficiently. Strong knowledge of general business, corporate and cultures. Self-starter with excellent anticipation skills; problem solving; follow up. Comfortable working with people at all organizational levels Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required Familiar with expense platforms such as SAP Concur Team player with a positive attitude, collaborates well in team environment with other assistants. Education: Prefer 3+ years of experience.