Position Summary:
The principal responsibility of this position is to provide Executive Administrative support to the Co - Head and team of VP’s, Senior Associates, and Associates on the team.
Responsibilities and Duties:
- Calendars: Maintain calendars, contacts and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings; ordering catering for any meetings requiring breakfast/lunch/refreshments
- Travel: Coordinate complex domestic and international travel arrangements, which include flights (commercial or private), car service, dinner reservations, colleague and client meetings etc.
- Office Support: Order supplies preferred by team; retrieve guests/deliveries from lobby;
- Invoicing: submit any deal related invoices on behalf of the team ( this includes all the preliminary work of setting up new vendors and projects related with new deals)
- Presentations: Help prepare presentation materials;
- Expenses: Review, edit and complete expense reports; work with AP for timely payments and track reimbursements;
- Printing: printing materials for weekly team meetings; regularly printing/binding large volume deal materials when required
- General: Assist with special projects as needed; pro-actively anticipate work assignments whenever possible;
- Leave reporting: maintain PTO leave for entire team and submitting quarterly report to HR.
- Maintain confidentiality of all sensitive and confidential issues.
- Other reasonably related duties as assigned (light PA work).
Required Qualifications:
· Minimum of 8-10 years’ experience supporting senior level management;
· Previous job references required;
· Experience with Concur
· Experience with PeopleSoft
· College degree preferred;
· Strong computer and Internet research skills;
· Excellent Microsoft Office Skills (primarily Outlook, Word and PowerPoint);
· Strong organizational skills and attention to detail;
· Ability to work independently with strong follow-through skills;
· Excellent communication skills –
· Flexibility to juggle an extensive degree of multiple and changing priorities;
· Resourcefulness (especially online) in executing projects;
· Collaborative/teamwork attitude and skills a must;
- Maintain positive attitude in a very fast-paced and evolving work environment.
