Job Title: Executive Assistant II -Front Office (Trading Floor)
Job Type: Contract W-2Job Location: New York, New York- onsite
A global bank is seeking an Executive Assistant II -Front Office (Trading Floor). The Administrative Assistant within Global Markets will provide office support to the GM Sales & Trading personnel.
Responsibilities:- Provide support in reimbursement process of expenses in Concur, calendar management, meeting/event planning, travel arrangements, preparing and printing documents, etc.).· Maintain multiple calendars in Microsoft Outlook – constructing agendas and calendar details as far in advance as possible (including those for high-level visitors), highlighting key events, coordinating meetings, meals, and video/audio conferences.· Coordinate and oversee travel plans (extensive at times, both domestic and international (as needed), creating itineraries that involve different time zones, airline and hotel preferences, client contact details, materials needed for meetings, etc.· Perform general administrative support such as answering phones, copying, faxing, scanning, filing, mailing, printing, binding, creating, and submitting expenses etc.· Preparing and organizing important documents including PowerPoint presentations (on an as needed basis).· Greet guests/visitors/clients.· Work directly with all internal team members / account teams and clients (as needed).· If/when asked to attend committee meetings and take minutes where required· Ad-hoc tasks and projects as needed.
Requirements:- Minimum of 7 - 9 years of related experience working in a corporate environment supporting an executive. Strong preference given to candidates with experience in a trading floor environment/ investment banking.· Bachelor's degree.· Must understand the critical importance of confidentiality.· Solid demonstrated working knowledge of, and skill in, the Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.· Outlook: In calendar, ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; in email, the ability to compose, send and forward emails as well as perform e-mail blasts and familiarity with features such as in-box management (folders), sort and search.· Word: ability to create and modify communications using features such as header/footers, pagination, tables, mail merges, hyperlinks, etc.· Excel: ability to understand, create and use basic functions and formulas to create workbooks.· PowerPoint: ability to create and modify presentations.· Must be self-motivated and proactive/ take initiative; must be able to work in a fast-paced environment.· Strong organization skills and attention to detail are essential.· Excellent interpersonal skills and phone manner.· Effective verbal and written communication skills. Ability to convey thoughts clearly and succinctly and to communicate pertinent complex information in a clear and organized manner; ability to compose general correspondence, memos and other documents that require little or no editing by manager.· Ability to multi-task and adapt to shifting priorities. Ability to prioritize work.· Strong orientation toward teamwork.· Ability to work independently or with minimal supervision.· Ability to speak French is a plus, but not required.
