AWM - WM Leadership Assistants - Administrative Assistant (Floater)

Spectraforce Technologies; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company is seeking an Administrative Assistant (Floater) for a 6-month role in New York. The position requires flexibility to support various teams, manage calendars, and handle travel arrangements. Ideal candidates will have experience in a fast-paced environment, excellent organizational skills, and proficiency in MS Office tools.

Qualifications

• Experience as an Administrative Assistant in a complex environment.
• Excellent interpersonal and communication skills.
• Strong proficiency in MS Office and travel platforms.

Responsibilities

• Provide dynamic administrative support across teams.
• Manage calendar and coordinate complex meetings.
• Process expense reports and arrange travel logistics.

Skills

Interpersonal skills

Organizational skills

Communication skills

Problem-solving

Attention to detail

Teamwork

Tools

MS Word

Excel

PowerPoint

Outlook

Zoom

SAP Concur

AMEX Global Business Travel

Job description

Job Title: AWM - WM Leadership Assistants - Administrative Assistant (Floater)

Duration: 6 months

Location: New York, NY

This role is 5 days in office, 40-hour work week. OT eligible



Job Summary & Responsibilities:

• Flexibility to provide dynamic administrative support varying teams and cover where necessary in a team-oriented environment.


• Proactive and detailed calendar management across multiple time zones, prioritize meeting requests, including coordination of complex meetings and phone/video conference calls for those within the coverage assignment.


• Manage a high volume of incoming phone calls; take detailed and accurate messages while interacting with high level business leaders and clients in a professional manner


• Coordinate travel arrangements as required and provide travel logistics & itinerary support.


• Process expense reports in a timely manner for those within the coverage assignment.


• Arrange internal and client meetings on and off the campus - working with local conference services to book conference rooms and catering, register guests, ensure materials organized.


• Perform general administrative duties including but not limited to copying, scanning, mailing, archiving and other ad hoc projects as requested.


• Handles highly confidential and sensitive client information with utmost discretion.


• Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required.


• Adhere to Compliance regulations and gain the relevant approvals.

Skills & Qualifications Required:

• Experience as an Administrative Assistant supporting executives in a complex environment, preferably in financial services, private sector or government.


• Comfortable operating in a dynamic environment working across multiple different teams / executives as needed.


• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally.


• Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment.


• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.


• Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.


• Quick learner and self-starter with excellent anticipation skills.


• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.


• Highest degree of integrity, professionalism, and diplomacy is required.


• Strong proficiency in MS Word, Excel, PowerPoint, Outlook and Zoom is required.


• Familiar with travel & expense platforms such as SAP Concur or AMEX Global Business Travel


• Supportive team player with a positive attitude.