Job Description

Position: Executive Assistant - Support Sr. IT Management Executives

Client: Banking

Location: New York, NY 10020

Duration: 6 months of Contract + Possible extensions

Work Schedule: Hybrid - 2 days onsite, 3 days remote (will need to come into office other days upon request)

Job Description

The Executive Assistant will support the Head of Front Office, the Head of Corporate Services Technology and select other IT executives. The primary responsibilities are supporting IT management with day-to-day administrative duties. Must be able to be in the office two days a week, and able to come in on other days upon request.

Principal Duties and Responsibilities

• Support senior IT management executives
• Manage recurring meetings
• Facilitate visitors (site access, greeting)
• Make travel arrangements
• File expenses
• Collaborate/coordinate with other IT administrative team members
• Answer group head’s phone line, screen calls, and manage schedule
• Assist in other administrative support tasks as assigned by management
• Organize and preparation for meetings, including gathering documents and attending to logistics of meetings
• Calendar maintenance, including scheduling meetings, appointments, speaking engagements
• Multitask in a high paced environment
• Arrange for printing and binding of presentations
• Coordinate communications among management
• Manage general office needs such as ordering supplies and mail distribution
• Manage conference room reservations, dial in number reservations
• Assist visiting IT colleagues from other regions (desk, meetings, conf rooms, restaurant reservations)
• Make restaurant reservations
• Handle requests for printing, faxing, mail/overnight packages, copying, filing (all rare)
• Manage contacts (e.g. Outlook)
• At least 3-5 years of Administrative Assistant experience within Financial Services
• Prior experience supporting an IT executive preferred
• Intermediate Microsoft Copilot, Word, Excel and PowerPoint proficiency required
• Well-developed interpersonal skills
• Enthusiastic, self-motivated, team oriented, works well under pressure
• Time management and multitasking skills required
• Excellent verbal and written communication skills
• Willingness to assist in duties called upon at last minute notice
• Willingness to undertake new tasks
• Must be able to work well with the administrative support team
• Seating assignments via iOffice
• Requesting site access (e.g. security badges)
• Coordinating shared site permissions (e.g. SharePoint)
• Updating organizational charts
• Providing backup coverage for other administrative professionals

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