Manage and maintain calendar - scheduling of appointments, conference calls, vacation, travel and client meeting tracking
Schedule meetings and events both small and medium scale, including coordinating locations, attendees, materials and communication across multiple time zones
Arrange extensive domestic and international travel logistics (including visa applications)
Handle invoices, expenses and T&E's - AMEX and general expenses, ensure paid on time, reconcile payments
File maintenance and archiving
Review and handle all incoming and outgoing correspondence, initiate follow-up action. This includes screening calls and referring callers to appropriate employees.
Handle sensitive and confidential information and maintain complete confidentiality
Willing to work beyond 40 hours per week.
Minimum 5 years of administrative experience in a fast paced, global environment
Prior experience in a large firm and global interaction with staff is a plus
Demonstrated proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook) and a quick learner of processes and systems
Strong verbal and written communication skills and ability to interact comfortably with individuals at all levels
Professional, flexible and positive attitude
Prior experience working in an investment firm a plus
High level of accuracy and strong attention to detail
Must be an independent worker that can actively reprioritize responsibilities as appropriate and effectively communicate to ensure all tasks are completed in a timely and orderly fashion
Excellent organizational skills with ability to prioritize, identify problems and seek solutions
Volunteers willingly to assist others, or assist as requested, based upon workload. Acts as a team player.
Ability to multi-task