Administrative Assistant

Job Description

Responsibilities

• Calendar management for multiple managers and associated teams. Scheduling meetings and resolving conflicts; coordinating and prioritizing internal and external meetings
• Working within in a team environment and providing back-up coverage to other assistants and aiding with manager’s calendars, daily projects
• Responsible for all team time entry and reconciliation between Workday and Aderant
• Ownership of day-to-day administrative tasks; i.e. time entry, mailings, and expense reports
• Coordinating conference rooms, video/conference details, IT support, security badges and all meeting logistics
• Relationship management by developing and maintaining strong connections across teams, with client counterparts and vendors
• Coordinating travel arrangements including all logistics as well as Travel & Expense Reports
• Working with Executives and admins to edit, format, prepare presentations for meetings, ensuring proper distribution channels and maintaining utmost confidentiality; printing and binding presentations to distribute to attendees; facilitate secure and seamless information flow by ensuring who, what, when, where for all activities relating to sensitive data; maintain filing systems
• Preparing and implementing processes and developing documents within the office/team for ease of access of information, standardization of processes and identification/implementation of best practices
• Organizing team-building events and employee engagement opportunities
• Fielding inquiries to appropriate team members, respond to employee inquiries, and ensure timely response to urgent issues
• Ad hoc errands and requests
• Opportunity to get further involved with Executive support and project managing of internal and Client projects to accommodate needs including special projects and ad-hoc assignments

What You’ll offer:

• 3-5 years administrative experience providing exceptional support to multiple individuals; Finance experience is a plus
• Meticulous attention to detail
• Excellent judgment and the ability to balance resourcefulness and discretion, demonstrates ability to protect confidential and proprietary information
• Exceptional organization and time management skills
• Positive and collaborative attitude, assertive but flexible personality to meet the changing needs of the environment; highly reliable, responsible, and responsive
• Ability to work independently as well as work in a team environment and work with multiple team members daily
• Ability to interact with employees across all levels in a fast-paced environment, while remaining flexible, proactive, resourceful, and efficient
• Problem-solver / ability to think and act quickly
• Ability to effectively manage/coordinate simultaneous projects, and successfully prioritize and multi-task with sound judgment; understands urgency
• Excellent judgment and the ability to balance resourcefulness and discretion, demonstrates ability to protect confidential and proprietary information
• Demonstrates emotional intelligence and strong communication skills
• Bachelor’s degree preferred
• Experience using PC; Advanced Proficiency in the Microsoft Office Suite including Word, Excel, PowerPoint, Outlook (scheduling) and Visio

This position description is intended to provide a general overview of the expectations and responsibilities of this position and may not include all tasks that may be assigned. As the nature of business demands change, so may the functions of this position. Additional duties and responsibilities may be assigned with or without notice.

Pay Information

This position is non-exempt and is paid according to the laws of the State of New York. The pay range for this position is $17-$48 USD per hour. We are required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.