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Administrative Assistant

Date Posted: 8/3/2022

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Job Description

Ultimate Staffing is looking for an Administrative Assistant III for our financial services client in New York, NY.
Contract Duration: 5 months (with opportunity to extend or covert)
Work Schedule: M-F, 8-5
*Candidates must be COVID Vaccinated

Job Summary:
The level III Administrative Assistant demonstrates thorough knowledge in the assigned area and works under direction only as needed. The Assistant provides administrative support to senior managers and may also provide administrative support to a broader department or team. Additionally, the Assistant independently manages a range of tasks and acts as first point of contact for internal and external queries.

Job Responsibilities:

  • Provides administrative support.
  • Extensively manages calendars. Plans, negotiates, and schedules meetings to accommodate manager and others. Uses discretion and judgment to determine the priority of meetings.
  • Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
  • Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes, and equipment as required. Meets, greets, and escorts visitors, meeting attendees and candidates. Drafts, collects, and distributes supporting documentation. May compile minutes and distribute follow up materials as required.
  • Manages complex travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost, and timing implications. Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
  • Completes business expense claims promptly and follows up on reimbursements if necessary.
  • Produces general correspondence, reports, and presentations. May create documents transcribing from voicemail, recordings or in-person meetings. Develops appropriate formats and checks for grammar, punctuation, and spelling.
  • Manages incoming and outgoing mail and correspondence (post, email, etc.); handles routine issues directly and prioritizes remainder.
  • Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants.
  • Creates and maintains lists, files, and databases to enhance efficiency and productivity.
  • Organizes and maintains information that may be sensitive, confidential, or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.
  • Identifies opportunities to improve work processes/flow to leverage own and department's workload.
  • Keeps abreast of internal administrative policies, practices, and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.).
  • May order supplies and equipment and handle incoming invoices.
  • May track, gather, maintain, and compile market or internal information, and generate reports.
  • May conduct basic analysis and auditing.
  • May conduct data analyses and presents findings using graphs, charts, diagrams, and tables for inclusion in reports, brochures, and presentations.
  • May train other administrative support staff on general responsibilities and provide work direction on day-to-day issues.
  • Acts as first point of contact for the team or department.
  • Serves as first point of contact for inquiries.
  • Assesses level of urgency, determines business nature, and identifies what inquiries need to be directed to team members.
  • Responds to internal and external queries concerning guidelines, procedures, or operations.
  • Uses knowledge of the function and manager's role to independently resolve issues for managers, escalating and redirecting more technica
    To apply please email your resume to yang@rothstaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:New York, NY
  • Job Type:Admin - Clerical
  • Experience:Not Specified
  • Education:Not Specified
  • Date Posted:8/3/2022
  • Contact: Ylyza Ang (949) 453-0225
  • Pay Range: $0.00 - $0.00 Annually
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Job Reference: JO-2208-170980