Job Details
Administrative Assistant - New York, NY
Position: Administrative Assistant
Industry: Finance
Location: New York, NY
Salary: $50-$65K
Status: Direct Hire/Full-time
Ref #: 30079
Responsibilities
- Arrange and book business travel, client meetings, customer events, set up calls, book conference rooms etc.
- Responsible for expense and budget management for the team, submission and management of reimbursement requests, and tracking and payment of expenses.
- Draft letters and memos for senior officers and copy and bind presentations for internal and external meetings.
- Maintain client contact lists for marketing officers and keep meeting calendars up to date
- Set up desk space for new employees, coordinate moves of existing employees, and order computers/equipment for the team
- Assist deal teams with documentation management such as obtaining signatures, scanning, sending emails, managing electronic files and regularly updating certain business applications and databases
- Order business cards, handle maintenance requests and manage and purchase office supplies.
- Deliver, copy, scan and file documents, faxes, letters, newspapers and packages.
- Ad hoc administrative projects and tasks as requested.
- Assist with customer database maintenance including clients’ titles and address changes, record outstanding balance reports, credit reference reports, fee waiver applications, and provide Know Your Customer (KYC) related support.
Qualifications
- Strong written and oral communication skills with an ability to communicate effectively with all levels across the organization.
- Ability to multi-task and prioritize effectively in order to meet strict and competing deadlines.
- Excellent attention to detail and the quality of work product.
- Takes ownership of work and can be relied upon by the team to follow up, follow through and resolve day-to-day issues through sound reasoning and problem solving skills.
- Highly collaborative and flexible in a team and client environment and ability to form good relationships.
- Proficient in MS Office Suite (Excel, Word, PowerPoint, Access.)
- Fluent in Japanese