Office Administrator/Executive Assistant

$67,288 - $67,288/Yr

Beacon Hill Staffing Group - New York, NY

Full-time - Entry Level

New York, NY

Administrative and Support Services

About the position

Our client, a leading global investment firm, is seeking a Temporary Office Manager/Executive Assistant for 13 people out of their Chelsea office. This role is in office 5 days a week, from 8am-6pm, with flexibility as needed. The role will start on August 28th. The Office Administrator/Executive Assistant will be responsible for managing daily office operations and supporting the smooth functioning and integration of the department. This includes working with various internal departments, vendors, clients, investors, bankers, and extensively with portfolio companies both onsite and internationally. The role requires greeting visitors, processing security passes, and arranging conference rooms for meetings. Additionally, the Office Administrator/Executive Assistant will coordinate and organize all logistics for global meetings, conferences, roadshows, and team events, which includes managing travel arrangements, catering, AV equipment, and presentation materials. The position also involves managing heavy calendaring using Outlook and Teams, taking accurate messages, and routing them appropriately. The candidate will work closely with the IT Department and Facilities, as well as the Legal Department and Investor Relations for Board Meetings and Earnings Calls. The role requires printing and binding presentation books and documents, managing mailing and shipping, office supplies, and office equipment. The Office Administrator/Executive Assistant will also be responsible for managing the kitchen canteen and setting up daily lunches. The position involves inserting digital signatures and data for confidential document preparation using Adobe Pro and coordinating the distribution of documents. The candidate will liaise with Accounting to process department invoices and manage extensive travel and expense management using SAP Concur Solutions. This includes arranging domestic and international travel, dealing with constant changes to travel plans, and assisting managers when they are traveling. The role requires monitoring American Express statements and corporate credit cards, as well as familiarity with foreign currency and conversions related to expenses.

Responsibilities

• Manage daily office operations and support the smooth functioning and integration of the department.
• Work with other internal departments, vendors, clients, investors, bankers, and portfolio companies.
• Greet visitors and process security passes, arranging conference rooms for meetings.
• Coordinate and organize all logistics for global meetings, conferences, roadshows, and team events, including travel, catering, AV equipment, and presentation materials.
• Manage heavy calendaring using Outlook and Teams, arrange and monitor calendar meetings, take accurate messages and route as appropriate.
• Work with IT Department and Facilities, building and maintenance staff.
• Work with Legal Department and Investor Relations for Board Meetings and Earnings Calls.
• Print and bind presentation books and documents.
• Manage mailing and shipping, office supplies, office equipment, electronic devices, business cards, and printed logo materials.
• Manage kitchen canteen with facilities and set up daily lunches.
• Insert digital signatures and data for confidential and sensitive document preparation, using Adobe Pro and coordinating distribution of documents.
• Liaise with Accounting and process department invoices.
• Itemize and allocate expenses to deal codes, opening and closing deal codes.
• Navigate Workday, Fortress Intranet, Fortress Share Point, Fortress Connect.
• Responsible for setting up new hires, interns, workstations.
• Use SAP Concur Solutions integrated system for all travel and expense management.
• Arrange extensive domestic and international travel and travel with FTAI private aircraft.
• Assist group and other departments, portfolio companies, and Board Members when traveling with team members.
• Deal with constant changes to travel and offer assistance to managers when they are 'on the road'.
• Arrange all logistics in association with travel, including visas, passport renewals, and other travel documents when necessary.
• Liaise with BCD Travel Agency and follow up that all tickets and invoices are processed.
• Responsible for processing and management of extensive T&E expenses on a timely basis, credit card and cash receipts, within the guidelines and compliance of Fortress Travel and Expense Policy.
• Call vendors for missing expense receipts.
• Monitor American Express statements and corporate American Express credit cards.

Requirements

• Excellent Microsoft Office skills, Adobe Pro, Individual and Shared Drives.
• Experience with integrated travel and expenses system, preferably SAP Concur Solutions.
• Strong written and oral communication skills, articulate expression, active listening.
• Planning and organizing, multi-tasking, flexibility to change direction and prioritize.
• Problem assessment and problem solving skills.
• Attention to detail as well as assessing the overall picture.
• Ability to work in a fast-paced environment, high energy, chaotic at times.
• Diplomatic and able to work with different types of people/personalities in a professional manner.
• Customer service orientation, polite even under stressful situations.
• Integrity, trustworthy, reliable, common sense, can take and follow direction.
• Pro-active and takes the extra effort to follow up and complete a task.

Nice-to-haves

• Notary Public - company will pay for to become a notary.

Benefits

• Compensation of $32.35/hr
• Equal Opportunity Employer that values diversity in the workplace.