Global Markets is seeking a seasoned administrative assistant to provide comprehensive and confidential administrative support to a team.
Liaise and coordinate communications and meetings with internal and external stakeholders including C-suite executives e.g. CEOs, CFOs, CROs, government officials etc.
Proactively manage the calendar of senior executives, anticipate necessary background material, and effectively resolve conflicts that arise in a professional manner.
Answer executive phone lines, which entails taking accurate messages, knowing executives whereabouts and handling calls with appropriate judgment
Provide confidential administrative services and handle personal business matters to optimize the executives' time
Manage several different objectives, projects and/or activities simultaneously
Use the online and phone travel system to schedule travel arrangements (both domestic and international)
Maintain and update client contact list and schedule routine follow-ups with senior executive clients
Prepare / assemble briefing memos for meetings including interfacing with stakeholders across the enterprise to receive information
Manage workflow reporting across various projects and prepare dashboard reporting for senior executives
Must sit in New York and follow the Global Markets Workplace Excellence guidelines of 2 work from home days per month
Qualifications Necessary:
Min 5 Years' administrative experience with a financial institution supporting executive level management
Exceptional communication skills, both verbal and written, with the ability to build relationships and effectively communicate with internal teams and executive level management to gather and convey relevant information
Polished and professional in phone and email communications
Excellent time management, organization, and multi-tasking skills
Exceptional analytical, problem-solving and organizational skills
Advanced computing knowledge: Outlook, Word, Power point, OneNote and Excel
Team player with exemplary work ethic that thrives in a fast-paced environment
Ability to interact with senior management under highly demanding conditions
Strong attention to detail, ability to work effectively under pressure and time constraints
Ability to work between 8am – 6pm and on-call during outside business hours when executives are traveling or have critical business needs
Professional, positive, calm under pressure and resilient
Top 3 MUST Have:
Concur
Communications skills
Outlook
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
IT Services and IT Consulting, Software Development, and Financial Services
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