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Senior Executive Administrative Assistant

Virtual Instruments • Jersey City, NJ, United States • 1d ago

Become an integral part of the Corporate Benefits team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As a Senior Administrative Assistant in Chief Information Officer to Corporate Technology, you will excel in a collaborative team environment, representing the manager and group with professional courtesy and expertise. Your role requires delivering high-quality work output and interacting seamlessly with executive-level internal clients across various lines of business. You will adapt procedures, processes, and techniques to effectively manage tasks such as invoice processing, document management, meeting coordination, and fund management, ensuring alignment with the department's activities and goals. Your proactive approach and attention to detail will be essential in maintaining efficient operations and supporting the team's success.

Job Responsibilities

Communicate effectively with internal clients
Manage an extensive and complex calendar in a fast-paced and dynamic environment
Arrange and maintain extensive travel plans and itineraries for both international and domestic travel
Schedule demanding internal and external meetings; adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering
Respond and follow-up on the manager’s behalf when required
Reconcile and complete expense reports
Maintain poise under pressure with the flexibility to adapt to changing priorities in a deadline-driven environment
Demonstrate the highest level of integrity, confidentiality and trustworthiness
Analyze, understand data and draw conclusions; demonstrate problem solving skills and thinks outside the box to find creative ways to assist the team
Manage a flexible work schedule, accompanying the CIO to Jersey City or Midtown Manhattan offices for the day as needed

Required qualifications, capabilities and skills

At least five years of administrative experience
Advance ability to organize
Discretion and good judgement in confidential situations, and proven experience interacting with senior management
Strong skills with Microsoft Office products (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint)
Effective interpersonal skills
Superior oral and written communication skills

Preferred qualifications, capabilities, and skills

Experience supporting at the Managing Director level (or equivalent) or above
College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.

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