Job Description

Daily Responsibilities:

  • Telephone coverage, (Ex. answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed.)
  • Ensure thorough preparation for all meetings - this requires proactively requesting all materials in advance of meetings. All materials for the next business day must be collated and presented to executive on the prior day
  • Maintain vacation schedules via HR Workday.
  • Coordinate all preparation for various management meetings, including quarterly client meetings, etc.
  • Heavy interaction with high-level executives; act as liaison with clients and their assistants
  • Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
  • Type correspondence, memos and presentations, prepare presentation and meeting materials; edit, copy, collate, and bind
  • Update and maintain senior management teams’ shared calendar
  • Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
  • Assist with employee moves (order boxes, archive files, name plates, etc.)
  • Recover all corporate cell phone devices, corporate cards, Softid and ID cards from employees leaving the firm and return items to HR/Telecommunication Department
  • Research materials from intra/internet
  • Miscellaneous support: setup and maintain mail groups, place special orders (headsets, cartridges, corporate cell phones, business cards, etc.) maintain office supplies/equipment, fully-functioning work area including submitting service tickets for air control, recycle and confidential bins
  • Assist with new hire on-boarding process; phone, computer, application setup.

As Required:

  • Coordinate all related conference rooms including any catering, audio/videoconference set up
  • Arrange all aspects of travel (air, hotel, car, etc.), including keeping executives’ travel profile up-to-date, manage approvals for any travel, and assist with passport renewal and obtain visas for travel. Pick-up documents as requested. Arranging flights, hotels, rental car and car service, currency exchange using agency and online services. Resolve all issues or discrepancies.
  • Prepare all itineraries
  • Prepare and submit all expense reports on a timely basis
  • Handle personal work as directed.

Skills:

  • Excellent communication, writing, judgment, and problem-solving skills
  • Meticulous attention to detail as well as exceptional organization/time management skills
  • Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues
  • Able to work in a fast-paced environment and handle multiple tasks concurrently
  • Pro-active and dedicated; must have a strong sense of ownership and accountability for all job functions Other Requirements:
  • Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts, Excel, PowerPoint, internet and research tools,
  • Knowledge of Concur will be an advantage.
  • Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements

 

Qualification and Experience:

  • Graduate in any discipline
  • Corporate Experience of 5+ Years

Work hours:

  • 11.30 AM to 8.30 PM.