Administrative Assistant III

Ultimate Staffing Services; New York (NY); On-site; USD 48,000 - 56,000; Full time

Job summary

Capital in New York, NY seeks an experienced administrative assistant for a W-2 contract role. The position focuses on calendar control, travel coordination, expense management, and high-quality executive support.

The role requires strong organizational skills, attention to detail, and the ability to collaborate with senior leaders while improving processes and reporting. This is a short-term assignment with potential for further opportunities.

Qualifications

• Experience with high-volume calendar management and prioritization.
• Ability to coordinate meetings, travel, and guests across internal/external contacts.
• Experience handling multi-currency expenses and expense reporting.
• Proven ability to produce reports, presentations, and professional correspondence.
• Ability to support teams and identify ways to improve processes.

Responsibilities

• Extensive and complex calendar management using good judgment and initiative to prioritize effectively; respond promptly to polling requests; communicate changes and updates to managers and colleagues appropriately.
• Coordinate meetings with internal associates and external contacts. Schedule meeting rooms, visitor passes, and equipment as required. Meet, greet and escort visitors, meeting attendees and candidates. Draft, collect and distribute supporting documentation as necessary. Provide support and service to guests and visiting company personnel.
• Manage complex travel arrangements to meet schedule, budget guidelines, and manager preferences. These may include multiple destination trips and high-risk locations. Proactively manage visa and passport requirements; arrange Global Entry and TSA Preclear if suitable; research and arrange security measures when needed; provide detailed itineraries and assist managers with check-in and booking of in-flight options before departure.
• Maintain and update departmental and/or compliance-related reporting requirements.
• Complete monthly multi-currency business expenses: reconcile personal out-of-pocket and corporate card charges using Concur online expense tool.
• Produce general correspondence, reports, and presentations. Develop appropriate formats and check for grammar, punctuation, and spelling.
• Track, gather, maintain and compile market or internal information, and generate reports. Present findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and/or presentations.
• May conduct basic analysis and auditing.
• May organize and manage small department/team meetings and events.
• Provide team support and back-up coverage for peer assistants.
• Keeps abreast of internal administrative policies, practices and guidelines and proactively identifies opportunities to improve work processes/flow to better leverage own and department’s workload.
• Participate in project teams or focus groups when required.
• Assist managers with personal requests as supported by specific unit guidelines.
• Performs additional responsibilities as assigned.

Skills

Calendar management

Travel coordination

Meeting facilitation

Administrative support

Tools

Concur

Job description

Salary: USD35 - USD41.38 per hour

W-2 Contract Role

Duration - 3 Months

Location - New York, NY 10111

Pay Range - $35 to $41/hour

Primary responsibilities/essential functions:

• Extensive and complex calendar management using good judgment and initiative to prioritize effectively; respond promptly to polling requests; communicate changes and updates to managers and colleagues appropriately.
• Coordinate meetings with internal associates and external contacts. Schedule meeting rooms, visitor passes, and equipment as required. Meet, greet and escort visitors, meeting attendees and candidates. Draft, collect and distribute supporting documentation as necessary. Provide support and service to guests and visiting company personnel.
• Manage complex travel arrangements to meet schedule, budget guidelines, and manager preferences. These may include multiple destination trips and high-risk locations. Proactively manage visa and passport requirements; arrange Global Entry and TSA Preclear if suitable; research and arrange security measures when needed; provide detailed itineraries and assist managers with check-in and booking of in-flight options before departure.
• Maintain and update departmental and/or compliance-related reporting requirements.
• Complete monthly multi-currency business expenses: reconcile personal out-of-pocket and corporate card charges using Concur online expense tool.
• Produce general correspondence, reports, and presentations. Develop appropriate formats and check for grammar, punctuation, and spelling.
• Track, gather, maintain and compile market or internal information, and generate reports. Present findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and/or presentations.
• May conduct basic analysis and auditing.
• May organize and manage small department/team meetings and events.
• Provide team support and back-up coverage for peer assistants.
• Keeps abreast of internal administrative policies, practices and guidelines and proactively identifies opportunities to improve work processes/flow to better leverage own and department’s workload.
• Participate in project teams or focus groups when required.
• Assist managers with personal requests as supported by specific unit guidelines.
• Performs additional responsibilities as assigned.

________________________________________

Teamwork / Service Orientation

• Demonstrates the ability to work productively and collaborate well with others.
• Demonstrates commitment to Capital’s core values.

Core Administration / Ownership

• Demonstrates consistent accuracy and attention to detail.
• Takes responsibility for completing tasks in a timely fashion and with good judgment.
• Demonstrates an understanding of the investment business and manager roles.
• Proficient with enterprise and Investment Group processes and systems.

Communication

• Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
• Able to respond productively to feedback from all sources.
• Distinguishes effectively between urgent and non-urgent requirements and adapts communication accordingly.
• Proactively seeks to understand the broader context for administrative requests to improve decision making.

Drives Change

• Proactively identifies potential issues/conflicts and provides effective solutions.
• Adapts to new tools and processes quickly and with a positive attitude.
• Proactively asks insightful questions better to understand systems, processes, the business, etc.