Title: Administrative Assistant
Duration: 6 months (possible extension/ conversion)
Location: New York, NY (Hybrid 4 days onsite a week)
Responsibilities:
- Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
- Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
- Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
- Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
- Excellent Communications skills required – both written and verbal.
- Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
- Domestic and International Travel
- Process of heavy expense claims.
- Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
- Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
- Managing logistics for visitors
- Management of incoming and outgoing phone calls
- Maintain current e-mail distribution lists in Outlook
- Modification and distribution of departmental reports.
- Meeting minutes for high-level financial meetings.
- Heavy invoice processing and external client on-boarding coordination.
- Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
- Prepare reports using Excel.
- Strong knowledge of PowerPoint presentation development and editing for client meetings.
Required Qualifications for Administrative Assistant Position:
- Education and Experience : Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services . 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
