Senior Administrative Assistant and Project Coordinator - The Ashlar Group
LONG ISLAND CITY, NY 11101
About the Job
Client - Major Financial Firm
Role - Senior Administrative Assistant and Project Coordinator
Rate - $48.12/HR on W2 (OT past 40 hours = $72.18/HR)
Duration - 12 Month assignment (possible extension)
Location - Long Island City, Queens NYC 11101 (5-10 minutes away from midtown NYC)
Note, this role will support a very dynamic, growing team that is quickly expanding a global program across Client.
• Candidate must be high energy, very proactive, experienced with handling multiple tasks with great efficiency, and proven ability to independently analyze requirements for task completion, prioritize, and execute quickly in a very fast paced environment.
• Demonstrated experience (need references) with heavy calendar coordination and event management in support of meetings with the most senior executives in an organization (e.g. Business Heads and CEO-level teams)
• Where event management and meeting support is required, candidate must be able to problem-solve in fast-paced and dynamic situations to ensure logistics of event run smoothly
• Must have strong communication skills to make sure that multiple parties are made aware of event/meeting details in advance [both internal to team as well as external partners & collaborators], as well as of any potential red flags or risks so that team confronts issues in advance as much as possible
• Must also have proven ability to adeptly build relationships with Executive support teams (Admins for Senior Executives, Technology Services teams, etc.).
• Must exhibit willingness and drive to take on additional responsibilities as team grows
Position Summary:
The Senior Administrative Assistant and Project Coordinator will support the Client Strategic Growth Initiatives team in a critical role driving daily administrative tasks and coordination responsibilities in a fast paced-paced, dynamic environment.
Primary responsibilities:
¿ Provide daily administrative assistance in support of Senior Program Director and Program Team including heavy scheduling and calendar management with both internal business units and external partners, handling incoming calls and requests, preparing daily status reports and program updates, etc.
¿ Coordinate all administrative aspects of Senior Executive Board monthly and quarterly meetings including scheduling, venue and room reservations, agenda documents, invitations, meeting logistics (includes venue set up, coordination with internal teams and external vendors, food and beverage coordination, and supplies)
¿ Provide project and event management support related to program meetings including daily tracking and reporting of status; identifying and mitigating potential risks; problem-solving; and communicating event details to all stakeholders to ensure logistics of meetings and events run smoothly
¿ Manage daily calendar and administrative needs for Senior Program Director
¿ Create daily report for Senior Program Director that communicates status of ongoing administrative tasks including program-related invites sent and responses received, logistics items in progress/completed, etc.
¿ Coordinate frequent travel arrangements - both international and domestic
¿ Prepare, reconcile, and track expense reports through T&E system
¿ Schedule working sessions for project teams and coordinate agendas and follow-ups
¿ Coordinate the daily communication of information to Program Director, Program Team and Client business partners
¿ Organize and secure highly confidential company information
¿ Assist with creation and modification of meeting agendas, schedule tracking, and various other documents in PowerPoint, Excel and Microsoft Word.
¿ Order supplies and process invoices through P2P system for program related activities
Education:
¿ Bachelor's Degree or equivalent
Required Skills:
¿ At least 3-5 years prior experience as a Senior Administrative Assistant and Project Coordinator required
¿ Demonstrated experience with heavy calendar coordination and event management in support of meetings with C-suite level executives within large global organizations
¿ Strong ability to proactively organize and execute multiple on-going activities with great efficiency including both administrative and project/event management related tasks
¿ Demonstrated project and event management experience and proven ability to independently analyze requirements for task completion; communicate status; anticipate, track, report and mitigate risks; prioritize workflow and execute quickly with attention to detail in a fast paced, dynamic environment
¿ Excellent ability to build relationships and collaborate across diverse teams within a global organization and with external partners
¿ Excellent verbal and written communication skills
¿ Proficient with Concur and Microsoft applications including Outlook, PowerPoint, Word and Excel
Key Competencies:
¿ Must be an energetic, proactive and responsive team player with an interest to drive both administrative and project/event related activities in support of a growing global team
¿ Professional presence and ability to engage with C-suite executives and their support teams and build relationships with various internal and external constituents (e.g. event vendors, technology support teams, etc.)
¿ Can easily handle multiple demands (both administrative and event management related) with great efficiency and work under pressure to drive successful outcomes
¿ Demonstrate optimism and agility in adjusting to new and emerging opportunities and challenges
¿ Detail oriented with ability to work independently and prioritize workload
¿ Flexibility with work schedule and ability to check blackberry and quickly respond to inquiries outside of standard
Role - Senior Administrative Assistant and Project Coordinator
Rate - $48.12/HR on W2 (OT past 40 hours = $72.18/HR)
Duration - 12 Month assignment (possible extension)
Location - Long Island City, Queens NYC 11101 (5-10 minutes away from midtown NYC)
Note, this role will support a very dynamic, growing team that is quickly expanding a global program across Client.
• Candidate must be high energy, very proactive, experienced with handling multiple tasks with great efficiency, and proven ability to independently analyze requirements for task completion, prioritize, and execute quickly in a very fast paced environment.
• Demonstrated experience (need references) with heavy calendar coordination and event management in support of meetings with the most senior executives in an organization (e.g. Business Heads and CEO-level teams)
• Where event management and meeting support is required, candidate must be able to problem-solve in fast-paced and dynamic situations to ensure logistics of event run smoothly
• Must have strong communication skills to make sure that multiple parties are made aware of event/meeting details in advance [both internal to team as well as external partners & collaborators], as well as of any potential red flags or risks so that team confronts issues in advance as much as possible
• Must also have proven ability to adeptly build relationships with Executive support teams (Admins for Senior Executives, Technology Services teams, etc.).
• Must exhibit willingness and drive to take on additional responsibilities as team grows
Position Summary:
The Senior Administrative Assistant and Project Coordinator will support the Client Strategic Growth Initiatives team in a critical role driving daily administrative tasks and coordination responsibilities in a fast paced-paced, dynamic environment.
Primary responsibilities:
¿ Provide daily administrative assistance in support of Senior Program Director and Program Team including heavy scheduling and calendar management with both internal business units and external partners, handling incoming calls and requests, preparing daily status reports and program updates, etc.
¿ Coordinate all administrative aspects of Senior Executive Board monthly and quarterly meetings including scheduling, venue and room reservations, agenda documents, invitations, meeting logistics (includes venue set up, coordination with internal teams and external vendors, food and beverage coordination, and supplies)
¿ Provide project and event management support related to program meetings including daily tracking and reporting of status; identifying and mitigating potential risks; problem-solving; and communicating event details to all stakeholders to ensure logistics of meetings and events run smoothly
¿ Manage daily calendar and administrative needs for Senior Program Director
¿ Create daily report for Senior Program Director that communicates status of ongoing administrative tasks including program-related invites sent and responses received, logistics items in progress/completed, etc.
¿ Coordinate frequent travel arrangements - both international and domestic
¿ Prepare, reconcile, and track expense reports through T&E system
¿ Schedule working sessions for project teams and coordinate agendas and follow-ups
¿ Coordinate the daily communication of information to Program Director, Program Team and Client business partners
¿ Organize and secure highly confidential company information
¿ Assist with creation and modification of meeting agendas, schedule tracking, and various other documents in PowerPoint, Excel and Microsoft Word.
¿ Order supplies and process invoices through P2P system for program related activities
Education:
¿ Bachelor's Degree or equivalent
Required Skills:
¿ At least 3-5 years prior experience as a Senior Administrative Assistant and Project Coordinator required
¿ Demonstrated experience with heavy calendar coordination and event management in support of meetings with C-suite level executives within large global organizations
¿ Strong ability to proactively organize and execute multiple on-going activities with great efficiency including both administrative and project/event management related tasks
¿ Demonstrated project and event management experience and proven ability to independently analyze requirements for task completion; communicate status; anticipate, track, report and mitigate risks; prioritize workflow and execute quickly with attention to detail in a fast paced, dynamic environment
¿ Excellent ability to build relationships and collaborate across diverse teams within a global organization and with external partners
¿ Excellent verbal and written communication skills
¿ Proficient with Concur and Microsoft applications including Outlook, PowerPoint, Word and Excel
Key Competencies:
¿ Must be an energetic, proactive and responsive team player with an interest to drive both administrative and project/event related activities in support of a growing global team
¿ Professional presence and ability to engage with C-suite executives and their support teams and build relationships with various internal and external constituents (e.g. event vendors, technology support teams, etc.)
¿ Can easily handle multiple demands (both administrative and event management related) with great efficiency and work under pressure to drive successful outcomes
¿ Demonstrate optimism and agility in adjusting to new and emerging opportunities and challenges
¿ Detail oriented with ability to work independently and prioritize workload
¿ Flexibility with work schedule and ability to check blackberry and quickly respond to inquiries outside of standard
Source : The Ashlar Group