Executive Assistant

Hired by Matrix, Inc.; New York (NY); On-site; USD 60,000 - 75,000; Part time

Job summary

Matrix, Inc. is seeking an Executive Assistant on a contract basis to support senior leaders in a fast-paced financial services environment on-site in New York.

You will manage calendars, coordinate meetings, handle phones, arrange domestic and international travel, and prepare/submit expense reports. The role requires strong MS Office, particularly PowerPoint, Excel, and Outlook, plus experience with O365/Teams; college degree or 5 years of relevant experience; excellent communication and

Qualifications

• Experience in financial services.
• Experience supporting multiple senior professionals with heavy calendar management.
• Flexibility to cover different managers as the group grows.
• Excellent written and verbal communication and judgment.
• Strong organizational and time-management skills.
• Enthusiastic and positive team player with discretion.
• Able to work in a fast-paced environment and handle multiple tasks concurrently.
• Experience with domestic and international travel coordination and expense reporting.

Responsibilities

• Provide administrative support to senior members of the department.
• Act as the first point of contact for inbound and outbound phone calls for managers, applying discretion and judgment when dealing with sensitive information.
• Understand the important clients/colleagues of each manager, take accurate messages, and stay informed of the manager's whereabouts.
• Interface with various departments to collect information, respond to requests, and obtain services on behalf of managers.
• Maintain managers' calendars via Outlook, including scheduling meetings/conference calls, addressing meeting conflicts, and assisting with hosting video conferences.
• Plan and organize internal events, event registrations, conference room reservations, multimedia support, and catering requests.
• Arrange all aspects of domestic and international travel, including booking flights, providing travel itineraries, arranging hotels and car service, and assisting with international travel requirements (e.g., visas, entry letters).
• Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
• Create, edit, and format documents using Microsoft Office Suite and Adobe Pro.
• Help manage the team's shared sites such as Microsoft Teams, SharePoint, and other collaborative sites.
• Support organization by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors, and handling all incoming/outgoing mail and packages.
• Assist on ad hoc projects and provide backup coverage for other administrative assistants, as needed.

Skills

Calendar management

Multi-tasking

Communication skills

Attention to detail

Team player

Problem solving

Time management

Proactive

Education

College degree preferred

Bachelor’s degree with relevant experience

Tools

Microsoft Office Suite

PowerPoint

Excel

Outlook

Microsoft Teams

SharePoint

Concur

Ariba

Adobe Acrobat Pro

Job description

At-a-Glance:

Join a global financial institution in a dynamic and fast-paced environment as an Executive Assistant.

Position Type:

• Contract
• On-Site

Required:

• Experience in financial services.
• Experience supporting multiple senior professionals, including heavy calendar management and phone coverage.
• Must be flexible covering different managers as the group grows or changes.
• College degree preferred or 5 years of relevant corporate experience.
• Excellent communication, writing, judgment, and problem-solving skills.
• Strong attention to detail and solid organizational/time management skills.
• Enthusiastic and positive team player willing to help and work well with others.
• Able to work in a fast-paced environment and handle multiple tasks concurrently.
• Proficient in Microsoft Office Suite, especially PowerPoint, Excel, and Outlook.
• Knowledge of O365 and Microsoft Teams is a plus.
• Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements.
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass, and Ariba is a plus.
• Solid typing skills.
• 5 years of Executive Assistant, Administrative Assistant, or Senior Administrative Support experience (or Bachelor's degree with relevant experience).
• Experience supporting multiple senior leaders/executives, including heavy calendar management, meeting coordination, phone coverage, and travel arrangements.
• Financial Services experience preferred.
• Concur, CSTO, SharePoint, Microsoft Teams, Fieldglass, Ariba, Outlook, PowerPoint, and Excel.
• Experience with domestic/international travel coordination, expense reporting, onboarding/offboarding support, event planning, and office administration.
• Strong communication, organization, multitasking, judgment, and problem-solving skills in a fast-paced environment.

Responsibilities:

• Provide administrative support to senior members of the department.
• Act as the first point of contact for inbound and outbound phone calls for managers, applying discretion and judgment when dealing with sensitive information.
• Understand the important clients/colleagues of each manager, take accurate messages, and stay informed of the manager's whereabouts.
• Interface with various departments to collect information, respond to requests, and obtain services on behalf of managers.
• Maintain managers' calendars via Outlook, including scheduling meetings/conference calls, addressing meeting conflicts, and assisting with hosting video conferences.
• Plan and organize internal events, event registrations, conference room reservations, multimedia support, and catering requests.
• Arrange all aspects of domestic and international travel, including booking flights, providing travel itineraries, arranging hotels and car service, and assisting with international travel requirements (e.g., visas, entry letters).
• Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
• Create, edit, and format documents using Microsoft Office Suite and Adobe Pro.
• Help manage the team's shared sites such as Microsoft Teams, SharePoint, and other collaborative sites.
• Support organization by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors, and handling all incoming/outgoing mail and packages.
• Assist on ad hoc projects and provide backup coverage for other administrative assistants, as needed.