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Floater/Junior Administrative Assistant

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New York, NY
Job Type
Direct Hire
Jun 28, 2017
Job ID
Prestigious Asset Management Firm/Midtown with over $340 Billion AUM is looking for a Floater/Junior Administrative Assistant to provide support to various departments throughout the firm.  

About the Job:
  • Answer multiple phone lines and act as a gatekeeper.
  • Manage calendars including scheduling appointments, confirming meetings, coordinating with other assistants.
  • Schedule conference rooms for internal and external meetings.
  • Track and process invoices including assigning cost code and receiving approval from manager.
  • Enter contacts and prospective leads into both the database and Outlook contacts.
  • Meet and greet guests, register guests in visitor’s system.
  • Coordinate travel arrangements including flights, visas, cars, hotels, and other reservations.
  • Complete detailed expense and out of pocket reports including tracking receipts and charge codes.
  • Create and/or proof memos and letters. 
  • Work on various ad-hoc projects including presentations.
  • Monitor email correspondence, alert professional of any urgent issues.
  • Maintain and organize files.
  • Order, organize, and distribute office supplies. 
  • Open, sort, and manage professionals’ incoming out outgoing mail.
  • Serve as back-up for receptionists.

About You:
  • Recent (2015 at least) College graduate(Business or Finance degree preferred).
  • Exceptional oral and written communications. 
  • Experience with Concur a plus.
  • Highly organized, detail oriented, team player.
  • Experience with coordinating travel arrangements and scheduling meeting.
  • Ability to multi-task and take initiative with a "no job too small" attitude.
  • Polished, professional demeanor
  • Very strong Microsoft Office Suite skills (including PowerPoint, emphasis on Outlook and Excel).