Administrative Assistant

Description

Join our dynamic team as a Senior Administrative Assistant in Specialty Sales, where you will play a pivotal role in supporting key executives & ensure seamless operations within the organization. This position offers a unique opportunity to work in a fast-paced environment, providing comprehensive administrative support to our Specialty Sales organization.

As a Senior Administrative Assistant, you are expected to be a partner to the executives and teams you will support. You should be flexible, proactive, efficient, and a highly resourceful team player. You should possess strong administrative and organizational skills, along with the ability to maintain a realistic balance among multiple priorities. Exercising sound judgment in diverse situations and ensuring confidentiality are essential for your role.

Job responsibilities:

Efficiently manage and coordinate active calendars for executives and team members, ensuring optimal scheduling and prioritization of meetings and appointments

Effectively manage internal related activities such as meetings and communications with a high degree of professionalism, accuracy and confidentiality

Exhibit effective communication by clearly articulating ideas in conversations and crafting concise, well-structured emails that convey information accurately and professionally.

Arrange and manage intricate domestic and international travels, ensuring seamless logistics and adherence to company policies

Process invoices and expense claims, ensuring compliance to the firm’s guidelines.

Organize and coordinate internal and external events, including meetings, conferences, and team-building activities.

Prepare high-quality reports, presentations, and internal communications, utilizing advanced Microsoft Office skills (PowerPoint, Excel)

Foster strong relationships with key partners, including other administrative assistants, to create a collaborative and supportive work environment

Required qualifications, skills and capabilities:

Minimum of 3 years in a client facing role, if not an administrative or executive assistant role

Strong proficiency in Microsoft Office Suite, exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment, can adeptly handle ambiguity

Strong team orientation and the ability to build and maintain relationships with internal and external stakeholders, enthusiastic, self-motivated, calm and effective under pressure

Excellent written and verbal communication skills, with a keen attention to detail

Demonstrated discretion and good judgment in handling confidential information and executive-level matters, a forward thinker who anticipates stakeholder needs

Preferred qualifications, skills and capabilities:

Highly comfortable with learning and adapting to new technologies and productivity tools;

Willingness to work flexible hours as dictated by the needs of the business

Experience in client-facing roles within a multinational firm