Concur or experience with a using a similar expense booking tool required
Heavy Calendar maintenance (including meeting logistics), Travel/Expense booking, Arrangement of large meetings/off sites, Excellent written/verbal/interpersonal skills
We are seeking a high potential candidate to provide executive support for the Global Head of Operations Risk and Regulatory Control (Managing Director) and his New York based management team (3 people total).
Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings
Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment
Handle business travel with responsibility for booking travel arrangements (via online booking tool, travel desk); coordinating out-of-town meeting schedules and preparing travel and submitting expense reimbursement requests
Handle conference room booking requests
Coordinating logistics, travel booking, and agendas in preparation for on-site and off-site meetings, conferences and events.
Arrange large group meetings with responsibility for coordinating availability with all parties; reserving meeting rooms and securing call-in numbers; arranging special meeting facilities; sending meeting confirmation emails; preparing and distributing meeting materials
Provide visitor assistance (coordinating access with security, reception, etc.)
Responsible for additional miscellaneous administrative activities including, but not limited to mail group creation/maintenance, document creation (org charts, decks), scanning/sending documents, coordination of office supplies and equipment needs
Performing related duties as assigned
Strong working experience with Microsoft Outlook, Word, Excel and PowerPoint, and Concur (expenses)
Conducting themselves at a high level of professionalism
Excellent written, verbal and interpersonal communication skills
Attention to detail
Good problem-solving ability
Flexible attitude and excellent judgment skills
Excellent time management skills with ability and willingness to manage multiple priorities in a professional manner
Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team
Self-started and able to take independent initiative for action within areas of responsibility
Highly trainable with ability to learn and open to taking on new projects
Must have strong flexibility in regard to the duties assigned, and the hours necessary to complete them.