GIR - Energy Services - Administrative Assistant - CW

Spectraforce Technologies; New York (NY); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant to join their dynamic team in New York. This role involves a variety of administrative tasks, including extensive calendar management, coordinating meetings, and supporting high-level executives. The ideal candidate will possess excellent communication and interpersonal skills, thrive in a fast-paced environment, and demonstrate a strong ability to manage multiple priorities effectively. If you are a proactive team player with a knack for organization and a positive attitude, this opportunity is perfect for you.

Qualifications

• 3+ years of experience in an administrative role is preferred.
• Strong Microsoft Office skills are essential.

Responsibilities

• Manage extensive calendar and schedule meetings for senior leaders.
• Coordinate travel arrangements and handle expense management.
• Support onboarding and maintain office workflow.

Skills

Attention to Detail

Multi-tasking

Communication Skills

Interpersonal Skills

Problem Solving

Microsoft Office Suite

Teamwork

Flexibility

Education

High School Diploma

Bachelor's Degree (Preferred)

Tools

Concur

Job description

Job Title: GIR - Energy Services - Administrative Assistant - CW

Duration: 7 months

Location: New York, NY 10001

Description:

• Global Investment Research produces analytically ambitious research with out-of-consensus conclusions in a fast-paced environment where time to market is of the essence.


• Our analyst teams deliver client-focused research in the equity, fixed income, currency and commodities markets.

Job Duties:

• Participating in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and or group events.


• Extensive calendar management and coordinating and scheduling of internal/external meetings and calls.


• Managing high volume of phone calls and emails, relaying information in a timely manner, and interacting with senior business leaders.


• Providing office management support while maintaining workflow (ie taking on ad-hoc tasks, managing seating & assisting with new hire integration).


• Work with internal teams to facilitate office relocation.


• Coordinating room bookings for internal/external meetings and VCs/Zooms across multiple locations.


• Responding and following up on client requests and handling related logistics.


• Logging and managing client interactions.


• Arranging events such as marketing, client field trips, etc.


• Work with internal stakeholders to facilitate and conferences.


• Preparing and distributing divisional correspondence, memos, letters, reports or other documents as requested.


• Coordinating a high volume of domestic and international travel arrangements for the team, including: Visa applications, International flight & accommodation bookings, Car bookings.


• Expense management and preparation in a timely manner (manages monthly invoices and arranges for payment)


• On-boarding new hires, processing new employees, transfers, termination, etc.


• Implementing divisional policies and providing guidance to the team


• Supporting teams in day to day issues, needs and queries


• Monitoring supply inventory and contact building services for equipment maintenance and supply requests

Required Skills:

• Demonstrates dependability and high attention to detail along with the ability to multi-task.


• Able to prioritize a variety of time-sensitive tasks with a sense of urgency about getting results.


• Displays a consistent, professional degree of communication skills in person, on phone and by e-mail to senior level executives.


• Excellent interpersonal skills and a positive attitude when managing diaries and workload.


• Comfortable working with people at all organizational levels, internally and externally.


• Must be a team player that works well under pressure within a changing environment.


• Flexible/adaptable to work and support across multiple teams.


• Discretion to deal with confidential business matters.


• Strong ability to independently problem solve.


• Experience working with large teams in a highly demanding environment is desirable.


• Strong Microsoft Word, Excel, PowerPoint and Outlook skills.


• Preferred 3+ years of experience in an administrative capacity.


• Experience with expense management tools such as Concur is a plus.