Administrative Assistant (Executive)

  • location: New York, NY
  • type: Temporary
  • salary: $35 - $38 per hour
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job description

Day to day duties will include scheduling meetings and appointments, logistics coordination, travel schedules, processing expense statements and reserving conference rooms as necessary. Your daily routine also includes interaction with various internal clients across AM technology. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals. You will need to have the ability to multi-task and support multiple MD's, ED's plus team members. Additional responsibilities include site assistance for general am tech floor population.

Responsibilities:
Coordinate travel arrangements domestic/international (air, hotel accommodations and ground transportation) with travel agency; prepare detailed itineraries and assure accuracy and timely delivery of plans/tickets to travelers
Concur Expense processing and Invoice preparation
Professionally field phone calls, address issues or redirect as appropriate, and distribute messages in a timely and appropriate manner
Provide support to visiting senior managers
Schedule internal/external meetings and appointments; coordinate conference rooms /calls
Assist with overflow, special projects, assistant back-up coverage and day-to-day tasks
Compile and submit expense reports in a timely manner, order and maintain office supplies
Distribute incoming mail and faxes, prepare and send packages via mail, messenger and federal express

Working hours: 8 AM - 5 PM

Skills:
Proficiency within the Microsoft Suite with expanded PowerPoint and Excel skills
Candidates should have Expense policy knowledge
Ability to learn procedures and processes quickly
Have familiarity with concur

Qualifications:
Solid organizational and time management skills
Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to individuals at all levels of the organization
Excellent telephone manner and coverage within the group (i.e. takes accurate and complete messages)
Professional, refined profile with expertise in administrative or related functions; experience working for executives and proven ability to meet their expectations with accurate and efficient delivery
Strong ownership, positive attitude and self-motivated - coupled with strong accountability for tasks
Highly proficient in general office procedures (e.g., filing, correspondence, arranging meetings)
Superior oral and written communication skills - able to generate high quality emails and messages to individuals at all levels of the organization; proactive and polished manner
Effective interpersonal skills.
Exceptional experience with: calendar management, time and expense management support, meeting coordination, meeting support planning.
Knowledge of and adherence to all company policies and procedures.
Prefer minimum 3-5 years experience working in an administrative capacity.
Expected work schedule 8am-5pm, M-F, and to take 1 hour lunch.
Knowledge of the following systems: EURC, TEEMS, OTP, ePurchase, and Travel Express is a plus.
College degree is a plus

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad. EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services or any other classification protected by law.

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