GIR - Energy Services - Administrative Assistant - CW

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.