Executive Assistant (Global Client Coverage)

Job Responsibilities

• Act as first point of contact for inbound and outbound phone calls, applying discretion and judgement when dealing with sensitive information
• Understand the important clients/colleagues, take accurate messages and stay informed of manager's whereabouts
• Interface with various departments to collect information, respond to requests and obtain services on behalf of the manager
• Maintain manager calendar via Outlook which includes scheduling meetings/conference calls, addressing meeting conflicts and assisting with hosting video conferences
• Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests
• Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (e.g., visas, entry letters)
• Create, edit and format documents using Microsoft Office Suite and Adobe Pro
• Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary
• Manage shared sites such as Microsoft Teams, SharePoint and other collaborative sites
• Support the team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors and handling all incoming/outgoing mail and packages
• Process invoices and create funding requests using internal platforms
• Aid on adhoc projects and provide backup coverage for other administrative assistants, as needed

Qualifications

• Experience supporting senior executive including heavy calendar management and phone coverage
• Must be flexible covering senior executive in different time zones given New York base and frequent Asia/Japan travel
• Experience working in the financial services industry (5-10 years)
• College Degree Preferred (or 5+ years of relative corporate experience preferred)
• Excellent communication, writing, judgment, and problem-solving skills
• Strong attention to detail as well as solid organization/time management skills
• Enthusiastic and positive team player who is willing to help out and work well with others
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
• Knowledge of Office 365 and Microsoft Teams a plus
• Japanese language skills preferred
• Able to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
• Solid typing skills (60+ wpm)