Administrative Assistant III

Ultimate Staffing; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Ultimate Staffing is seeking an experienced administrative professional to provide comprehensive support, including calendar management, travel coordination, and meeting logistics. The role involves drafting materials, coordinating meetings with internal and external contacts, and ensuring accurate reporting and compliance documentation.

The candidate will manage complex travel itineraries, visa needs, and expense reporting, while delivering reliable back-office support and proactive service to

Qualifications

• Strong calendar management and prioritization across executives.
• Experience coordinating travel, visas and itineraries with attention to detail.
• Proven ability to draft and format reports and presentations.

Responsibilities

• Provide full administrative support, prioritizing effectively.
• Coordinate internal and external meetings, prepare materials and escort attendees.
• Manage complex travel arrangements and related documentation.
• Maintain and update reporting requirements and compliance data.
• Process monthly multi-currency expenses using Concur or similar tool.
• Produce correspondence, reports and presentations with correct grammar.

Skills

Calendar management

Travel coordination

Meeting scheduling

Reporting and data handling

Communication with stakeholders

Office administration

Job description

Primary responsibilities/essential functions:

To provide full administrative support including but not limited to:

• 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.
• Performs additional responsibilities as assigned.

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Teamwork / Service Orientation

• Demonstrates the ability to work productively and collaborate well with others.
• Demonstrates commitment to company'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.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.