Job Title: GIR - Energy Services - Administrative Assistant - CW
Duration: 7 months 
Location: New York, NY 10001

Description:

• Global Investment Research produces analytically ambitious research with out-of-consensus conclusions in a fast-paced environment where time to market is of the essence.
• Our analyst teams deliver client-focused research in the equity, fixed income, currency and commodities markets.

Job Duties:

• Participating in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and or group events.
• Extensive calendar management and coordinating and scheduling of internal/external meetings and calls.
• Managing high volume of phone calls and emails, relaying information in a timely manner, and interacting with senior business leaders.
• Providing office management support while maintaining workflow (ie taking on ad-hoc tasks, managing seating & assisting with new hire integration).
• Work with internal teams to facilitate office relocation.
• Coordinating room bookings for internal/external meetings and VCs/Zooms across multiple locations.
• Responding and following up on client requests and handling related logistics.
• Logging and managing client interactions.
• Arranging events such as marketing, client field trips, etc.
• Work with internal stakeholders to facilitate and conferences.
• Preparing and distributing divisional correspondence, memos, letters, reports or other documents as requested.
• Coordinating a high volume of domestic and international travel arrangements for the team, including: Visa applications, International flight & accommodation bookings, Car bookings.
• Expense management and preparation in a timely manner (manages monthly invoices and arranges for payment)
• On-boarding new hires, processing new employees, transfers, termination, etc.
• Implementing divisional policies and providing guidance to the team
• Supporting teams in day to day issues, needs and queries
• Monitoring supply inventory and contact building services for equipment maintenance and supply requests

Required Skills: 

• Demonstrates dependability and high attention to detail along with the ability to multi-task.
• Able to prioritize a variety of time-sensitive tasks with a sense of urgency about getting results.
• Displays a consistent, professional degree of communication skills in person, on phone and by e-mail to senior level executives.
• Excellent interpersonal skills and a positive attitude when managing diaries and workload.
• Comfortable working with people at all organizational levels, internally and externally.
• Must be a team player that works well under pressure within a changing environment.
• Flexible/adaptable to work and support across multiple teams.
• Discretion to deal with confidential business matters.
• Strong ability to independently problem solve.
• Experience working with large teams in a highly demanding environment is desirable.
• Strong Microsoft Word, Excel, PowerPoint and Outlook skills.
• Preferred 3+ years of experience in an administrative capacity.
• Experience with expense management tools such as Concur is a plus.

 

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.