Job Title: Administrative Assistant
Location: New York, NY
Duration: 6 Months
      
Duties:     
Job Summary & Responsibilities: 

• Support Managing Directors & financial advisors in the US and provide backup phone & calendar support for the team as needed. 
• Coordinates logistics for client calls, MD & advisor meetings that include detailed scheduling, teleconference rooms and calendar conflicts on an ongoing basis. 
• Handle highly confidential and sensitive information. 
• Manage invoicing and arrange payments in a timely manner.
• Interact with high level business leaders in a professional and effective manner. 
• Handle large volumes of mail. Organize and ship material to clients. 
• Maintain complex and extremely detailed calendars and prioritize meeting requests and related logistics, with urgency. 
• Coordinate a travel arrangement when required and process expense report in a timely manner. 
• Prepare and distribute correspondence, agendas, letters, reports or other documents as requested. 
• Maintain understanding of firm policies.
• Responsible for participation in general administrative duties, ad-hoc projects, committees and or group events

Skills:    
Qualifications: 

• Experience supporting high level executives in financial services institutions such as Managing Directors & financial advisors.
• Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information
• Demonstrates high degree of integrity and confidentiality.
• Requires excellent interpersonal and communication skills, both written and verbal. Ability to displace a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Ability to solve problems quickly and efficiently.
• Strong knowledge of general business, corporate and cultures.
• Self-starter with excellent anticipation skills; problem solving; follow up.
• Comfortable working with people at all organizational levels
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required
• Familiar with expense platforms such as SAP Concur
• Team player with a positive attitude, collaborates well in team environment with other assistants.

Education:    

• Prefer 3+ years of experience.

 

About Us: SPECTRAFORCE is one of the fastest-growing workforce solutions firms in the United States. As a diversity-owned business, we place human connection at the heart of everything we do, building strong relationships with both clients and candidates to fill roles successfully. Our teams in North and Central America and India serve more than 150 Fortune clients globally, leveraging custom AI technology to provide direct hire, executive search, nearshoring, offshoring, and project staffing solutions.
 
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 LOA@spectraforce.com if you require reasonable accommodation.
 
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
 
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer. 


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.