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Top global private equity firm is seeking a Long-Term Temporary Assistant to provide seamless administrative support to Executives and team members on the Marketing team. General hours are 9am-6pm with flexibility for overtime as needed. In office Monday-Thursday with Friday being a remote day; must have flexibility to go in office if needed. This is an open-ended position.
Responsibilities:
- Extensive calendar management including scheduling meetings, communicating details to attendees. This requires exercising a flexible approach to changing schedules and ensuring appointments are met.
- Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
- Screen incoming calls and greet guests in a professional and courteous manner
- Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
- Schedule and organize conferences and off-sites including all related logistics
- Prepare and compose letters, memos and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes
- Allocate and process expenses for executives, including American Express and Out of Pocket expenses using SAP Concur system
- Use US Mail, FedEx, and other services to send and track priority mail; work with mailroom staff to send packages as needed
- Provide phone coverage and back up assistance
- Perform other ad hoc tasks as assigned and required
Qualifications:
- BA/BS degree preferred
- 5+ years of administrative support experience or training, or equivalent combination of education and experience
- Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing priorities and meet deadlines
- Ability to shift gears independently and demonstrate flexibility in different coverage assignments
- Demonstrative strong initiative and ownership of responsibilities; take a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
- Exemplary interpersonal skills necessary to handle sensitive and confidential situations; this role continually requires poise, tact and diplomacy in all situations
- Superb written and verbal communication skills; strong attention to detail when composing and proofing materials required
- Team-oriented and collaborative attitude is a must
- Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
- Working knowledge of office administrative procedures and operating standard office equipment
- Experience supporting a group of executives in a corporate environment highly preferred
- Experience in finance industry is a preferred but not required
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