Administrative Assistant – Equities

Global Markets Administrative Assistant

The ideal candidate for this role must have experience working in a fast paced work environment with the ability to multi-task and perform with a great level of efficiency. Performs diverse, advanced and confidential administration support functions. May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy and judgment.

Responsibilities:

• Proactively manage the calendar of multiple senior executives, anticipate necessary background material, and effectively resolve conflicts that arise in a professional manner
• Answer executive phone line, which entails taking accurate messages, knowing executives whereabouts and handling calls with appropriate judgment
• Experience in processing travel and entertainment expenses promptly and accurately. Concur experience a plus; Process invoices in Ariba
• Use the online travel system to schedule travel arrangements (both domestic and international)
• Handle sensitive and/or confidential documents and information, inclusive of assisting the team in the preparation of Power Point presentations and with LOB reporting/project initiatives
• Communicate with executives and line management to gather or convey relevant information
• Ticket coordination – manage concert and sporting event tickets for a group including distribution and required post event reporting

Qualifications Necessary:

• Min 3+ Years’ Experience. Previous Administrative experience a strong plus, preferably in financial services
• Strong knowledge of utilizing Concur, Ariba, Outlook, Word, Power Point and Excel
• Experience working with a large team and scheduling meetings with Sr. Management is a plus
• Ability to perform in a fast paced environment and interact with Senior Management under highly demanding conditions
• Polished and professional in phone and email communications
• Strong attention to detail, ability to work effectively and under pressure and time constraints
• Exceptional problem solving skills and tenacious work ethic
• Excellent time management, organization and multi-tasking