Platform Solutions - PS Management - Administrative Assistant


New York, New York

a month ago

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Platform Solutions - PS Management - Administrative Assistant
New York, New York

a month ago

Job Description

Title: Platform Solutions - PS Management - Administrative Assistant       
Location: New York, NY
Duration: 6+ Months     
  • Provides administrative support in a complex team environment to a senior group of executives (up to 6 executives).
  • Provides administrative support in-office 5 days/week; expected to arrive no later than 8:30a
  • Provides back up coverage to other assistants when necessary.
  • Occasionally may be asked to provide extended hours coverage which includes calendar coverage and checking email periodically.
  • Frequently collaborates with chiefs of staff and finance team members.
  • Coordinates complex, senior-level internal/external in person and Zoom meetings. 
  • Handles a high volume of phones calls, e-mails and Teams messages.
  • Expected to interact with high level business leaders in a professional and effective manner.
  • As needed, interfaces with clients and vendors through email, Zoom and in-person.
  • Maintains complex and accurate calendars with ability to prioritize meeting requests and related logistics.
  • Coordinates occasional domestic and international travel arrangements and processes expense reports, always maintaining up to date expenses for each executive.
  • Responsible for participation in additional duties such as approving badge access, arranging office space, coordinating group events, supporting executive visits, booking conference rooms, and supporting ad-hoc projects with chief of staff teams.
  • Assists executives with getting to meetings on time, printing out materials, running in-office errands such as delivering documents and items within the office.
  • Mastery of our firm systems for T&E, space/seating, manager alignments and time-entry. 
  • Incredibly organized with attention to detail and responsiveness
  • At least [3 years] of prior experience with senior exec coverage.
  • Requires excellent operational proficiency in Outlook scheduling, travel booking and associated logistics (e.g., car service), and expense management.
  • Familiar with navigating Microsoft PowerPoint, Word, Excel, and Adobe PDFs.
  • Collaborates well with other admins as needed to ensure proper coverage and back up coverage.
  • Has strong interpersonal and communication skills.
  • Must be able to prioritize a variety of time-sensitive tasks.
  • Proactive with excellent follow-up.
  • Demonstrates high degree of integrity and confidentiality; operates with discretion.
  • Ability to display a consistent, professional degree of communication.
  • Resilient, able to adapt to unexpected events, and ability to prioritize and multi-task in a deadline driven environment.
  • Bachelor's Degree Preferred
  • H.S Diploma

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at:
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at if you require reasonable accommodation. 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $35.00/hr.

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