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Our client, located in Midtown West, Manhattan, is looking for an Administrative Assistant that will perform a variety of support duties for the Senior VP, Energy Marketing & Trading, his team of Energy Trading professionals, and possibly other professionals. There is a broad range of responsibilities involving the handling of confidential information. The assistant will exercise considerable initiative, judgment and discretion in completing assignments; perform tasks in a timely manner, with great attention to detail and knows how to prioritize; accordingly, communicates messages with great accuracy and values the urgency of certain duties; always maintains confidentiality and professionalism; anticipates needs and follows up to make sure tasks are completed in a satisfactory manner.

Responsibilities:

• Perform a range of operational support activities for the company including compiling reports, furnishing information to internal and external parties
• Provide administrative support functions including:
• Meeting arrangements (reserves conference rooms, arranges catering orders, guest security clearance, restaurant reservations, ensure the executive is prepared for all meetings and events, and assist with preparation of presentation materials)
• Calendar management and updating Outlook Contacts
• Conference call scheduling in all time zones; setting up Webex, video conferencing capabilities.

• Coordinate travel; itinerary preparation
• Retrieve and organizes reports with trading data to submit daily, weekly, or monthly with high attention to detail
• Expeditiously processes trade confirmations, obtaining appropriate approvals and organizing related information to assist the traders.
• Organize and file all documents related to corporate deals, file electronically.
• Must be well versed in Microsoft Outlook, Excel and have very strong internet research skills.
• May on occasion, cover other areas based on office needs and assist executives with personal items.

Qualifications:

• Hold three or more years of experience in an administrative services role in Finance/ Investments and a bachelor's degree.
• Are independent, highly organized individual, who is extremely reliable and has a positive attitude.
• Conserve executives' time by being proactive, solution-oriented and a confident communicator.
• Are flexible and willing to adapt to dynamic office environment.
• Are resourceful and creative in completing certain tasks without much direction or instructions.
• Are willing to take on new responsibilities and can be held accountable for the completion of all assignments.
• Follow-up with all parties involved to make sure projects are completed correctly and on time.
• Can work well under pressure and maintain professionalism under all circumstances; have excellent inter-personal skills
• Possess the desire to excel; are self-motivated
• Are a team player who communicates effectively with other internal groups in obtaining tools needed to provide support to the SVP and the energy trading team.

Programs Used:

• Microsoft: Outlook, Word, Excel, PowerPoint, SharePoint
• Adobe Acrobat, DocuSign
• Concur Travel and Expenses
• Data basics Time and Expense Software

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