Job Description

We are a medium-sized financial services firm located in Midtown, NYC, seeking a highly experienced, motivated, and proactive self-starter to join us as a Team & Office Assistant to support our colleagues. The ideal candidate must have the appropriate status to work in the U.S. and possess relevant experience as an administrative assistant, office assistant, personal assistant, or in a similar role. Ultimately, this individual will contribute to the efficiency of our business by providing personalized and timely support to all team members in the U.S. as an equal.

This role’s responsibilities include managing multiple calendars, arranging travel, and maintaining accurate records in the company’s CRM system. To succeed in this position, the candidate should be highly detail-oriented, well-organized, and possess excellent time management skills. The ability to work independently with minimal guidance is essential. We seek an individual who can think outside the box, take initiative, and demonstrate a strong work ethic.

Any experience in dealing with Compliance, Risk, IT or HR matters is a definite plus (you will be supported as necessary by our teams in the London office).

Kindly send your CV via email to Jeffrey Davis at [email protected]

Responsibilities:

• Schedule meetings and manage calendars for team of 5 – 10; manage very busy team calendars given changes and calendar conflicts
• Liaise with clients regarding travel, meetings and general questions as requested by team members
• Be able to communicate in an effective manner with high profile and demanding clients
• Assist with arranging, confirming and preparing for internal / external meetings and conference calls
• Planning and coordination of comprehensive travel programs for team members, including booking flights, hotels, car transfers, and preparation of itineraries
• General office work including photocopying, scanning, faxing, printing of reports and presentations, and other miscellaneous support
• Keep up and organize office supply inventory
• Assist with CRM data input for US team
• Onboarding and offboarding employees, managing and ordering equipment, maintaining relationship with relevant professionals in London office and with our IT vendor
• Format information for internal and external communication – emails, printing or downloading of presentations, some of which require saving on company’s network
• Complete expense reports
• Ad-hoc projects as requested by senior level management in the office
• Greet all guests, including carrying-on casual conversation, hanging coats, offering drink and showing them to the conference room or office
• Monitor cleanliness of conference room and all common areas, including the kitchen
• Input and confirm security clearance for all guest visitors
• Meeting room bookings
• Coordinating any maintenance issues with building management
• Restocking all refrigerators, kitchen area, and coffee supplies
• Place food and beverage orders when needed
• Prepare any outgoing packages and coordinating with FedEx for pickup
• Sort and distribute mail, packages, and any incoming kitchen items

Requirements & Skills:

• 5+ years’ work experience in a similar role
• Proactive and self-motivated, with a positive attitude
• Ability to multi-task
• Extremely detail oriented and conscientious
• Excellent MS Office knowledge, notably Outlook, Excel, PowerPoint, and Word
• Experience in dealing with Compliance, Risk, IT and HR matters (with support from our teams in London) is a definite advantage
• Strong organizational and time management skills with an ability to multitask
• Be prepared to develop and learn new skills as it relates to the financial services industry
• High degree of professionalism with excellent verbal and written communication skills
• High degree of self-awareness at maintaining discretion and confidentiality
• Must have appropriate status to work in U.S.

Key Benefits:

• Compensation: Competitive
• 25 Days Annual Leave
• Health, Dental, Life & Disability Insurance
• Retirement Savings
• Commuter Benefits

*Office Hours: 8.30pm – 5.30pm*

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