Independently completes the full range of advanced administrative activities, in support of one or more executives, who are responsible for leading a small business unit or group and generally Level S. May additionally or separately support a moderate to large team [typically >10 individuals]. In certain circumstances, e.g. small branch offices, the incumbent may manage general office administration and their work may require proficiency in standard activities within a professional discipline (e.g., Human Resources, Finance, Compliance etc.) and may require a degree in the relevant discipline. Supports executive(s) in completing activities required for the management of teams responsible for similar tasks. The assistant's tasks are frequently diverse, highly complex in nature and may include but are not limited to, calendar management, travel booking, expense reporting, word processing, data entry. Effectively prioritizes the needs of the office, executive(s) and/or team as prescribed by established guidelines, managing competing requests and switching focus as needed; often must negotiate prioritization of administrative activities with/among higher level team members/managers. Evaluates non-standard problems and uses judgement to develop appropriate solutions or procedures. Operates effectively with a significant degree of time management and work method/approach latitude. Responsible for daily interaction and management of communication with the assigned executive's/team member's direct reports. Interactions are sometimes at the leadership level. Appropriately and effectively addresses highly complex issues escalated to assigned executive's office/team. Displays ability to appropriately interact with leaders during occasional interactions inside and outside the organization. May participate in ad-hoc special projects or administrative initiatives. May serve as a support team lead, assigning activities to other support staff and checking completion. Performs advanced, diversified and often confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and procedures. Screens calls and visitors, and resolves inquiries. Other activities often reflect some elements of the professional discipline supported, including beginning level bookkeeping/accounting and compliance, among others. Schedules meetings, prepares and distributes meeting agendas and minutes. Makes travel arrangements and maintains calendar of appointments for assigned executive(s) and/or team. Exercises autonomy in anticipating a diverse range of highly complex issues and troubleshooting these issues as they arise. Typically conducts a range of administrative assignments related to the smooth operation of the assigned executive('s') and/or team's attendance at or conduct of seminars, workshops, and/or conferences, among others, including production of materials that may be sensitive in nature, scheduling, logistical arrangements, and liaising with participants, speakers, and vendors. May undertake special, diversified, longer-term projects requiring interaction with multiple teams. Could be expected to lead on projects related to administrative initiatives. Often independently creates and disseminates draft/final draft correspondence; copies, files and processes related documentation. Prepares and distributes meeting agendas and minutes. Conducts research, compiles analyses and summarizes information for reports and correspondences. Leverages own contacts and resources, and liaises with managers/senior management on behalf of the office, assigned executive(s) or team to facilitate information gathering and confirmation of answers. Applies discretion to triage and manage complex, sensitive situations resulting from a wide range of requests, questions and problems directed toward the assigned office, executive(s) and/or team. Appropriately prioritizes, addresses and/or identifies the level of urgency and escalates. May be authorized to speak on behalf of the assigned executive(s) in certain limited circumstances. May be expected to develop, draft or produce advanced memos, correspondence and reports on behalf of the office, assigned executive(s) and/or team. May review those drafted by the executive's direct reports or other support staff for accuracy. Sets up filing/organizational procedures. Is an intermediate to advanced user of standard business software (word processing, e-mail, spreadsheets, etc.) May review and analyze complex data, assist with expense management and development of budgets, accounts payables/receivables on behalf of the office, executive(s) and/or team. Liaises with the executive(s) and direct reports to prepare budget presentations for review and use by the assigned executive(s). Completes billing and expense activities, manages supply orders and resolves associated issues on behalf of the office, executive(s) and/or team. Work may also require proficiency in standard activities within a professional discipline (e.g., Human Resources, Finance, etc.) and may require a degree in the relevant discipline. No direct reports. May serve as a support team lead, assigning activities to other support staff and checking work completion. May also provide advice/training to new or less experienced team members. Effective collaboration and communication skills are required, including information exchange with internal and external contacts. Tact, diplomacy and confidentiality are essential skills based on the level of internal and external contacts. Responsible for facilitating the full range of administrative activities for one or more executives at Level S, who are responsible for leading a small business unit or group. May additionally or separately support a moderate to large team [approximately >10 individuals]. In certain circumstances, e.g. small branch offices, the incumbent may manage general office administration. Responsible for the timeliness, quality and accurate completion of own work as well as effective collaboration with leadership and the executive's direct reports/wider team on behalf of the executive. Priority is on daily/weekly work, but will be responsible for executing longer term work/projects as requested. Contributes towards achievement of team goals and maybe assigned a mix of short to long-term projects or initiatives. Has significant latitude to adjust daily work routines as needed. Exercises autonomy in anticipating and troubleshooting a range of issues as they arise.
Qualifications High school/secondary school or the equivalent combination of education and experience is required; bachelor s degree preferred. Applicable vocational training (e.g., courses on relevant business software like the Microsoft Office Suite of products, basic business writing, or similar) preferred; AA degree or relevant business certifications preferred. Where proficiency in standard activities within a professional discipline is pertinent (e.g., Human Resources, Finance, etc.), relevant degree or industry certifications for the discipline are desirable. 5-7 years of total work experience preferred. Bachelor's degree in lieu of some experience may be considered.
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Minorities/Females/Individuals With Disabilities/Protected Veterans.
Primary Location: United States-New York-New York
Internal Jobcode: 76003
Organization: IS Other New-HR17164
Requisition Number: 1813262