Overview
Administrative Assistant Jobs in New York, NY at FirstPoint Equity
Title: Administrative Assistant
Company: FirstPoint Equity
Location: New York, NY
About the Company
Working for a boutique financial services agent. We are seeking a highly experienced, motivated, proactive self-starter to join us as an Administrative Assistant to support colleagues. The candidate will have the appropriate status to work in the US and have relevant work experience as an Admin Assistant, Office Assistant, Personal Assistant, or similar role. Ultimately, the candidate will contribute to the efficiency of our business by providing personalized and timely support to all team members as an equal.
About the Role
This position’s responsibilities include managing multiple calendars, making travel arrangements, and keeping accurate records on account sheets on the company’s cloud storage system. To be successful in this role, you should be very detailed oriented, well-organized, have great time management skills and be able to act autonomously with limited guidance. We are looking for an individual who can think outside the box and be proactive. Conscientious work ethic is a must! The position will be based in NYC.
Responsibilities
Manage information flow within time constraints and with accuracy.
Manage very busy team calendars with meetings, changes, calendar conflict resolution, all in a timely manner across multiple time zones.
Be able to communicate in an effective manner with high profile and demanding clients in the financial services industry.
Liaise with clients re various travel, meetings and general questions as requested by team members.
Act as the point of contact among executives, employees, clients, and other external partners.
Onboarding and offboarding employees, managing and ordering equipment, maintaining relationship with our IT vendor.
Help with travel arrangements for distribution team for client roadshows, including accommodation, transportation and VISAs.
Act as an office manager: keeping up with office supply inventory, dealing with visitors, meeting room bookings, guest registration and greeting, room set up, and resolving any maintenance issues with building management.
Format information for internal and external communication – emails, printing or downloading of presentations to iPads etc., and ensuring iPads are returned for other meetings.
Assist with CRM data input and management for US team.
Plan office events including US Office annual holiday party and occasional team gatherings.
Assist with planning of the firmwide offsite, managing meeting facilities, AV requirements, meals & travel, coordination of staff etc.
Proficient in Concur for expert expense management and occasional help for team members.
Possess the flexibility and motivation to provide ad-hoc support to the US team as needed.
Qualifications
5 + years’ work experience as an Administrative Assistant, Personal Assistant, Office Assistant, or similar role. Be prepared to develop and learn new skills as relates to the Financial Industry. Must have the appropriate status to work in the US.
Required Skills
Extremely detail oriented.
Excellent MS Office knowledge, notably Outlook, Excel, and Word.
Outstanding organizational and time management skills with an ability to multitask.
Superior professionalism.
Excellent verbal and written communications skills.
Discretion and confidentiality.
Proactive self-starter with a positive attitude.
