Job Title: Administrative Assistant
Duration: 6 Months
Location: New York, NY
 
Job Description:
Role & Responsibilities:
Provide executive support to multiple senior MDs, including:

• Full diary management; schedule meetings, receive and accommodate meeting requests, facilitate audio/visual requirements including multiple Zoom IDs and book meeting rooms as required
• Awareness of senior manager priorities and workload, adapting level of support accordingly
• Travel arrangements; book flights and accommodation, prepare full trip itineraries, arrange/apply for visas, submit pre-trip approvals
• Expense management; process travel and expense claims through Concur
• Incoming call management and phone coverage when required
• Assist with preparation of presentations and/or other documentation for meetings
• Completion of weekly timesheets

Provide administrative support to the broader division, including:

• On-floor support for new joiners and transfers into the division; account set up, desk and locker allocation, corporate directory profile update, reporting line update, provision of access to the office space
• Org tree maintenance for the division in Role Management System; identity event processing, manager role allocations and general maintenance
• Point of contact for visitors; provision access to the office, register their details, book conference rooms and catering, organize materials
• Reconciliation of weekly timesheets and time entry adjustments
• Space management; maintain desk and locker allocations, monitor capacity and escalate as required, organizational support of divisional moves
• Resolution of any IT issues with the helpdesk
• Resolution of any on-floor issues with the facilities team
• Ad-hoc ordering of occupational health equipment and supplies
• Contingent worker population management including onboarding, extension of end dates, assignment updates
• Point of contact for any ad-hoc queries, escalating as requiring
• Coordination with other global divisional admins to ensure seamless support
• General administrative duties such as photocopying, filing, archiving, coordination of couriers, distribution of mail etc.

Skills: 
Skills & Experience required:

• Prior experience as an Executive Assistant
• Solid organizational skills – ability to multi-task and prioritize effectively
• Strong attention to detail
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team both locally and globally.
• Ability to communicate clearly, concisely and confidently
• Ability to take initiative, follow up where necessary without prompting and seek clarification when needed
• Strong work ethic with a positive attitude and growth mindset
• Ability to work well under pressure and remain professional in a busy environment
• Discretion; ability to handle sensitive matters confidentially at all times
• Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Able to prioritize a variety of time-sense tasks

Education:      

• Previous experience working in a financial service industry preferred
• Previous experience supporting multiple managers preferred

 

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: http://www.spectraforce.com
 
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.