Team Assistant, Wholesale

Jobtailor; New York (NY); On-site; USD 48,000 - 64,000; Full time

Job summary

Jobtailor in New York, NY seeks an experienced Administrative Assistant to support senior managers in the Wholesale Division. You will manage complex calendars across multiple time zones, coordinate internal and client meetings, and handle emails, calls, and correspondence with a high level of professionalism.

You will also arrange domestic and international travel, organize events, maintain confidential records, and look for opportunities to streamline processes.

Qualifications

• Exceptional organizational and time management skills.
• Polished written and verbal communication suited for corporate environment.
• Ability to manage multiple priorities in a fast-paced setting.
• High level of professionalism, discretion, and confidentiality.
• Strong problem-solving skills with proactive approach.
• Proficiency in Microsoft Office Suite.
• Bachelor's degree preferred.
• Experience as an administrative assistant, preferably in financial services.
• Familiarity with expense management systems such as Concur preferred.

Responsibilities

• Provide support to a team of senior managers in the Wholesale Division.
• Manage complex calendars, meetings, and scheduling across multiple time zones.
• Prioritize and manage incoming communications, including emails, phone calls, and correspondence.
• Coordinate internal and external meetings, board meetings, and client meetings.
• Manage logistics for internal and external events.
• Maintain confidential records and handle sensitive information with discretion.
• Coordinate domestic and international travel, including flights, hotels, transportation, visas, and detailed itineraries.
• Improve administrative processes and identify opportunities to increase executive efficiency.
• Provide absence coverage to other team members as required.
• Execute various ad-hoc projects and special initiatives as assigned.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Discretion

Confidentiality

Problem-solving

MS Office

Multitasking

Education

Bachelor's degree (preferred)

Tools

Concur

Job description

• Provide support to a team of senior managers in the Wholesale Division
• Manage complex calendars, meetings, and scheduling across multiple time zones
• Prioritize and manage incoming communications, including emails, phone calls, and correspondence
• Coordinate internal and external meetings, board meetings, and client meetings
• Manage logistics for internal and external events
• Maintain confidential records and handle sensitive information with the highest level of discretion
• Coordinate domestic and international travel, including flights, hotels, transportation, visas, and detailed itineraries
• Improve administrative processes and identify opportunities to increase executive efficiency
• Provide absence coverage to other team members as required
• Execute various ad-hoc projects and special initiatives as assigned

Requirements

• Exceptional organizational and time management skills
• Polished written and verbal communication skills appropriate for a corporate environment
• Demonstrated ability to manage multiple priorities in a fast-paced environment
• High level of professionalism, discretion, and confidentiality
• Strong problem-solving skills with the ability to anticipate needs
• Proficiency in Microsoft Office Suite
• Bachelor's degree (preferred)
• Prior experience as an administrative assistant, especially within financial services (preferred)
• Familiarity with expense management systems such as Concur (preferred)

Demonstrates exceptional organizational and time management skills while managing complex calendars and communications in a fast-paced corporate environment. Proficient in maintaining confidentiality and professionalism, with a focus on improving administrative processes and supporting senior management.

Highest-signal resume keywords

• Organizational Skills
• Time Management
• Microsoft Office Suite Proficiency
• Verbal Communication Skills
• Problem-Solving Skills

Soft Skills

• Written Communication Skills
• Discretion
• Confidentiality
• Professionalism

Industry Keywords

• Administrative Assistant
• Financial Services
• Calendar Management
• Meeting Coordination
• Travel Coordination

Tools & Technologies

• Expense Management Systems
• Concur