Job Title: Administrative Assistant
Duration: 6 months
Location: New York, NY 10001
This role is 5 days in office, 40-hour work week. OT eligible.
 
Job Summary & Responsibilities:

• Flexibility to provide dynamic administrative support varying teams and cover where necessary in a team-oriented environment.
• Proactive and detailed calendar management across multiple time zones, prioritize meeting requests, including coordination of complex meetings and phone/video conference calls for those within the coverage assignment.
• Manage a high volume of incoming phone calls; take detailed and accurate messages while interacting with high level business leaders and clients in a professional manner.
• Coordinate travel arrangements as required and provide travel logistics & itinerary support.
• Process expense reports in a timely manner for those within the coverage assignment.
• Arrange internal and client meetings on and off the campus – working with local conference services to book conference rooms and catering, register guests, ensure materials organized.
• Perform general administrative duties including but not limited to copying, scanning, mailing, archiving and other ad hoc projects as requested.
• Handles highly confidential and sensitive client information with utmost discretion.
• Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required.
• Adhere to Compliance regulations and gain the relevant approvals.

Required Skills:

• Experience as an Administrative Assistant supporting executives in a complex environment, preferably in financial services, private sector or government
• Comfortable operating in a dynamic environment working across multiple different teams / executives as needed.
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally
• Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint, Outlook and Zoom is required.
• Familiar with travel & expense platforms such as SAP Concur or Global Business Travel
• Supportive team player with a positive attitude.

 

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.