Job title: Administrative Assistant
Duration: 6 months
Location: Newark, NJ (Hybrid)
Please Note: Overtime may be required.
The Administrative Assistant will provide daily administrative support to both senior leaders and a large team, including managing daily schedules & calendars, planning & booking travel, and actioning tasks and projects. The successful candidate will demonstrate an ability to organize, prioritize, and collaborate effectively across the broader organization in a fast-paced environment. Strong interpersonal skills, initiative, and dependability are critical.
Responsibilities: - Responsible for managing complex calendars that include travel and the need to coordinate meetings with senior-level executives and their assistants inside and outside of the company.
- Provide a high level of daily support, always anticipating what the principal(s) will need before meetings and phone calls, including pre-reading and meeting materials.
- Reviews e-mail daily to determine appropriate action.
- Handle all travel arrangements for domestic and international trips - book flights, expense vouchers, itineraries, and logistics.
- Manage principals' e-mail and respond appropriately.
- Answers and screens telephone calls and takes detailed messages. Returns calls and initiates conference calls.
Required Skills: - Minimum of 8 years of business/executive administrative experience required.
- Proficiency with Microsoft Office computer programs, specifically Word, Excel, and PowerPoint.
- Excellent interpersonal skills, initiative, dependability, and the ability to communicate with all levels in the organization are necessary.
- Strong knowledge of Company policies and procedures.
- Ability to work independently with minimal supervision.
- Ability to work independently but function as a team.
- Ability to handle sensitive information and maintain confidentiality.
- Excellent organizational and prioritization skills, good judgment, and a self-starter.
- Ability to manage multiple priorities and work in fast fast-paced environment.
- Exceptional attention to detail.
- Exhibits an enthusiastic and positive attitude.
- Strong work ethic - follows through on commitments, is reliable and conscientious in his/her dealings with associates at all levels.
- This job requires someone who is always one step ahead and uses good judgment in taking initiative.
- Priorities change frequently, and the incumbent must have a high degree of flexibility and the ability to easily change course mid-way through a project.
Preferred Skills: - Prior supervision experience is a plus.
- Knowledge of Investment Management, and/or Fixed Income a strong plus.