Position Title: Executive Assistant / Sr Admin
Duration: 12 Months
Working hours: Can vary, ex: 8:30 am – 5:00 pm; 9:00 am – 6:00 pm
Working Location: 151 W 42nd St, New York, NY
Hybrid work requirements: 4x a week in office, remote on Friday
Position Overview
Join our dynamic team in the heart of New York City, at 151 W 42nd St, where the fast-paced world of investment banking meets the vibrant energy of the city that never sleeps. We are seeking a dedicated professional to provide exceptional administrative and operational support to our leadership team and contribute to the seamless running of our business operations.
Role Mandate
In this role, you will perform a variety of administrative and clerical tasks, support financial and human resources administration, and provide professional support to one or more Managers and their direct reports. You will ensure that all administrative and operational processes and control standards are followed, while actively seeking to identify, develop, and implement improvement opportunities, contributing to the effective and efficient operation of the business group.
Key Responsibilities
- Lead the planning, coordinating, and implementation of department events.
- Provide senior-level administrative and operational support within a large, diverse team including one or more senior executives.
- Employ systems to manage information, enabling more efficient processes, enhanced analysis, and streamlined reporting.
- Provide input into the planning and implementation of administrative programs.
- Build effective relationships with internal and external stakeholders.
- Gather and format data into regular and ad-hoc reports and dashboards.
- Coordinate and monitor budgets and report on results versus budget.
- Provide coaching and mentoring to junior administrative assistants.
- Manage and monitor calendars and upcoming events, dispatch meeting invitations, and arrange meeting resources.
- Develop and maintain a filing system for business and operational reports.
- Support the development of tailored messaging, including writing, editing, and distributing communications.
- Process invoices for payment and adhere to documented processes and guidelines.
- Prepare and log departmental expense claims and reports, tracking expenses to ensure they stay within budget.
- Make travel arrangements, booking flights and hotel reservations as needed.
- Liaise with internal business units and external vendors for premises and building-related matters.
- Maintain supplies inventory and track overtime, on-call claims, staff vacations, and absences.
- Coordinate training requirements for staff.
- Think creatively and propose new solutions.
- Exercise judgment to identify, diagnose, and solve problems.
- Broader work or accountabilities may be assigned as needed.
Must-Have Skills
- 5-7 years of relevant experience in an administrative/professional support function with progressive responsibility.
- Specialized knowledge from education and/or business experience.
- In-depth verbal and written communication skills.
- In-depth collaboration and team skills.
- In-depth analytical and problem-solving skills.
- In-depth attention to detail and organizational skills.
Interview Process
- 1 round with Hiring Manager, 45 minutes over Teams, including a case study.
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