Executive Assistant / Sr Admin

Executive Assistant / Sr Admin

Job Summary: Talent Software Services is in search of an Executive Assistant / Sr Admin for a contract position in New York, NY. The opportunity will be for one year with a strong chance for a long-term extension.

Position Summary: Join our dynamic team in the heart of New York City, a vibrant hub of business and culture, where you’ll have the opportunity to grow your career in an exciting and fast-paced environment. Perform a variety of administrative and clerical tasks, financial and human resources administration, and provide professional support to one or more Managers and their direct reports. Ensure all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Primary Responsibilities/Accountabilities:

• Lead the planning, coordinating, and implementing department events.
• Provide senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Employ systems (e.g., customized exception reports, tracking reports, etc.) to manage information.
• Integrate information from multiple sources to enable more efficient processes, enhanced analysis, and/or streamlined reporting.
• Provide input into the planning and implementation of administrative programs.
• Build effective relationships with internal/external stakeholders.
• Gather and format data into regular and ad-hoc reports and dashboards.
• Coordinate and monitor budgets and report on results vs. budget.
• Provide coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manage and monitor calendars and upcoming events. Dispatch meeting invitations, book meeting rooms, and arrange for resources and other requirements in support of smooth and efficient meeting facilitation.
• Develop and maintain a filing system; ensure business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Support the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Process invoices for payment in adherence with documented processes and guidelines and vendor agreements.
• Prepare and log departmental expense claims and reports. Track expenses to ensure they stay within budget.
• Make travel arrangements, booking flight/hotel reservations as needed.
• Liaise with internal business units and external vendors and participate in the local coordination and implementation of premises and building related matters including incoming/outgoing staff and contractors, relocations, office planning, and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain and track overtime, on-call claims, staff vacations, and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinate training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Think creatively and propose new solutions.
• Exercise judgment to identify, diagnose, and solve problems within given rules.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• 5-7 years of relevant experience in an administrative/professional support function, demonstrating progressive responsibility and a post-secondary degree in a related field of study.
• Specialized knowledge from education and/or business experience.
• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Attention to detail & organizational skills – In-depth.

If this job is a match for your background, we would be honoured to receive your application!

Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire, and permanent placement. Let's talk!