Job Description
Client is recruiting for an Administrative Business Partner (Admin Assistant) at its New York office for 12-month FTE. The candidate will provide comprehensive executive assistant support to the Head of Platform Technology and Head of Research, Data and AI Strategy for Portfolio Management Group (PMG) Tech at Client. The ideal candidate is a top-tier professional who has deep experience supporting C-suite or MD level + in a fast-paced global financial services firm. The candidate should be motivated, resourceful, organized, able to operate independently with strong attention to detail while also exceling in a team environment.
Responsibilities of the position include, but are not limited to:
● Act as a gatekeeper; consistently demonstrate flexibility and problem-solving abilities with a solid understanding of priorities and proactively manage calendars across multiple time-zones.
● Handle a broad range of duties from day-to-day operational activities to interactions with senior Client and partner firm executives and their assistants.
● Collaborate and partner with other administrative assistants in department to ensure appropriate cross-region collaboration and team coverage as needed. Build relationships and partner with other assistants across the firm.
● Handle a large volume of travel planning including airline reservations, hotel accommodations, car rental reservations, car service arrangements and driving directions as needed.
● Meet/greet visitors/clients, answer phones, coordinate conference rooms/meal arrangements.
● Assist with planning and arrangement of internal team huddle meetings, including securing venue, restaurant reservations, meals, prep of meeting materials, etc.
● Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation, and spelling; file and make copies as required.
● Perform ad hoc projects as needed.
Due to Vice Chairman travel, the Assistant will need to be available certain evenings during week to check emails and ensure there are no issues with arrangements. They can co-ordinate with the other Assistant in Zurich about which days to cover. The agreed pay rate is inclusive of this on call requirement.
The successful applicant will be required to work from office minimum of 4 days per week as per Client Return to Office policy.
IMPORTANT NOTE: Person must be flexible and able to support 2-3 senior level managers, with changing schedules, travel (domestic and international), can easily flow with unexpected changes. Some support may be outside of work hours but not expected to be the norm.
There may be special projects outside of the normal work duties.
Can deliver white-glove level service.
Qualifications and Skills
● Minimum 8 years of corporate administrative experience, preferably at a large global organization in the financial services industry. Max 10 years.
● Superior time management skills, detail orientation, flexibility; able to handle many concurrent assignments/meet deadlines with a high degree of accuracy in a potentially high-pressure environment.
● Keen collaborator, proficient at working closely with others on a team and in an evolving work environment.
● Able to operate with discretion, keeping sensitive/confidential information private.
● Strong problem solving, organizational, interpersonal and communication skills.
● Willingness to take initiative, accept responsibility and produce results; self-starter with the ability to work independently and with minimal guidance.
● Excellent phone manner and management a must.
● Extensive experience with Microsoft Suite: MS Word, Excel, Outlook, PowerPoint.
● Experience and proficiency working with automated expense tracking, online travel etc (ideally concur).
● Bachelor’s degree is strongly preferred
The Assistant will need to be available certain evenings during week to check emails and ensure there are no issues with arrangements. The agreed pay rate is inclusive of this on call requirement.
The successful applicant will be required to work from office minimum of 4 days per week as per Client Return to Office policy.
Education:
Bachelor's degree is strongly preferred.
