Multi-Asset Solutions (MAS) Administrative Assistant

Job Summary & Responsibilities:

• Provides administrative support to multiple Managing Directors and Vice Presidents in a complex team environment and provide backup executive support as needed
• Coordinates a high volume of domestic and international travel arrangements for executives, including visa procurement, car service, and processes expense reports in a timely manner.
• Maintain and coordinate complex and extremely detailed calendars including senior-level internal/ external meetings and conference calls; prioritizes meeting requests and related logistics.
• Manages high volume of phones calls and interacts with high level business leaders and clients in a professional and effective manner.
• Handles highly confidential and sensitive client information with utmost discretion.
• Responds and follows up on client requests in a timely manner.
• Prepares and distributes department correspondence, memos, letters, reports or other documents as requested.
• Maintains understanding of firm policies and handles certain issues independently.
• Responsible for participation in ad-hoc and general administrative duties (copying, filing, faxing, archiving, shipping, supplies etc.), ad-hoc projects, committees and/or event planning.
• Works with conference and catering services for meetings and client engagements as needed.

Skills & Qualifications:

• Experience supporting high level executive(s) in a complex environment, preferably in financial services, private sector or government.
• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information in a client facing environment.
• Strong experience utilizing travel and expenses platforms such as SAP Concur and AMEX Global Business Travel.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
• Supportive team player with a positive attitude.
• Ideal candidate has at least 5-7 years of experience.