Administrative Assistant
: Job Details :

Global Financial Firm located in NYC has an immediate contract for an experienced Admin Assistant 6 Month Contract Hybrid- Onsite Rate: $42/hr on *** Investor Coverage is the unit responsible for managing client relationships with the largest Asset Managers, Hedge Funds and Pension Funds. It has 11 members, 9 of which are based in NY. The team is headed by Ken Austin. Responsibilities:Day-to-Day Tasks •Provide complete administrative support for the Investor Coverage Team which consist of 6 Managing Directors, 3 VPs and 1 Analyst. •Manage Senior-level banker's emails, with extensive follow-up as needed, flagging tasks which require immediate attention. •Prepare a weekly report for senior management (highlights macro environment and Sector achievements) •Compile news runs in advance of banker meetings, coordinate printing of presentations •Lead coordination of Senior Management visits to NY, organize all group events (assist with scheduling/managing agenda, catering, material coordination, correspondence with guests from start to finish) •Log upcoming meetings and document meeting notes/follow-up items into client management system •Flawlessly handle executives' large volume of travel planning (visa, flights accommodations, etc.) •Lead coordination of client visits, assist with organizing all group events (catering, material coordination, correspondence with guests from start to finish) •Process and track expense reports •Team schedule management •Internal Meeting Setup (liaise with Senior Executive Assistants at the firm to schedule internal meetings and to obtain availability for external meetings) •System Access MyIam requests, IT Tickets •ssist Relationship Managers with client events (MSG, US Open, etc.) •rrange and animate client conference/video calls and marketing events •Manage Time off System (TOMnet) •dhoc projects as needed Special Tasks/Projects •Executive Roadshow Scheduling; Liaison with C-Suite Executive Assistants for scheduling. (Executives come from London/Paris/Asia 3x a quarter & need to manage their entire itinerary including scheduling internal/external meetings, logistics, etc.) •Interaction with Client C-Suite Executive Assistants. Maintain positive and trustworthy relationships with Clients and their EAs to ensure meetings with C-Suite Executives are scheduled in a timely manner and executed seamlessly. •ssist Relationship Managers with multiple philanthropic/charity requests yearlong and ensure philanthropic events are logged and approved in My CIB. Other •Back up other FIC Administrative Assistants when necessary. Minimum Required Qualifications •5 - 7 years of relevant Executive Assistant experience supporting department heads or C-level executives, preferably within a financial institution. •Effective communication both verbally and non-verbally, with co-workers and all levels of management, utilizing tact and confidentiality. •Self-motivated and detailed oriented •bility to prioritize multiple tasks. •bility to interact with staff (at all levels) in a high energy, high pressure environment. •bility to cooperate and coordinate with other FIC Americas' EAs - assist and provide coverage, when necessary including PTOs. •Strong organizational skills •Exhibit initiative, flexibility, resourcefulness and efficiency, with a high degree of professionalism and confidentiality •Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important. •Excellent calendar management skills, including the coordination of complex executive meetings. •Fully conversant in VC Platforms and technology (MS Teams, Skype,...) •Process and follow up on Virtual Client Meetings •Experience handling confidential materials at all levels. •Knowledge of administrative and clerical procedures and systems, such as MS Word, Excel & PowerPoint. •Experience in coordinating travel (both Domestic & International) & extensive experience in expense reporting. •Knowledge of principles and processes for providing customer and personal services. Preferred Qualifications: •Bachelor's degree preferred.