Platform Solutions - PS Management - Administrative Assistant

Spectraforce Technologies - New York, NY

Full-time

New York, NY

Administrative and Support Services

About the position

The Platform Solutions - PS Management - Administrative Assistant position at Spectraforce Technologies is designed to provide comprehensive administrative support to a senior group of executives, specifically up to six executives. This role is critical in ensuring the smooth operation of the executive team by managing a variety of tasks in a complex team environment. The Administrative Assistant will be expected to work in-office five days a week, arriving no later than 8:30 AM, and will be responsible for maintaining a high level of professionalism while interacting with high-level business leaders, clients, and vendors. In this role, the Administrative Assistant will handle a high volume of phone calls, emails, and Teams messages, requiring excellent communication skills and the ability to prioritize tasks effectively. The position involves coordinating complex, senior-level internal and external meetings, both in-person and via Zoom, and managing the executives' calendars with precision. The assistant will also be responsible for arranging domestic and international travel, processing expense reports, and ensuring that all expenses are up to date for each executive. Additional responsibilities include providing backup coverage to other assistants when necessary, assisting executives in getting to meetings on time, and performing in-office errands such as delivering documents. The role requires mastery of the firm's systems for travel and expense management, space and seating arrangements, and time-entry processes. The Administrative Assistant will also participate in various duties such as approving badge access, arranging office space, coordinating group events, and supporting ad-hoc projects with the chief of staff teams. This position is essential for maintaining the efficiency and effectiveness of the executive team, requiring a proactive approach and a high degree of integrity and confidentiality.

Responsibilities

• Provides administrative support in a complex team environment to a senior group of executives (up to 6 executives).
• Provides administrative support in-office 5 days/week; expected to arrive no later than 8:30 AM.
• Provides backup coverage to other assistants when necessary.
• Occasionally may be asked to provide extended hours coverage which includes calendar coverage and checking email periodically.
• Frequently collaborates with chiefs of staff and finance team members.
• Coordinates complex, senior-level internal/external in-person and Zoom meetings.
• Handles a high volume of phone calls, e-mails, and Teams messages.
• Expected to interact with high-level business leaders in a professional and effective manner.
• Interfaces with clients and vendors through email, Zoom, and in-person as needed.
• Maintains complex and accurate calendars with the ability to prioritize meeting requests and related logistics.
• Coordinates occasional domestic and international travel arrangements and processes expense reports, always maintaining up-to-date expenses for each executive.
• Responsible for participation in additional duties such as approving badge access, arranging office space, coordinating group events, supporting executive visits, booking conference rooms, and supporting ad-hoc projects with chief of staff teams.
• Assists executives with getting to meetings on time, printing out materials, and running in-office errands such as delivering documents and items within the office.

Requirements

• Incredibly organized with attention to detail and responsiveness.
• At least 3 years of prior experience with senior executive coverage.
• Excellent operational proficiency in Outlook scheduling, travel booking, and associated logistics (e.g., car service), and expense management.
• Familiar with navigating Microsoft PowerPoint, Word, Excel, and Adobe PDFs.
• Collaborates well with other admins as needed to ensure proper coverage and backup coverage.
• Strong interpersonal and communication skills.
• Ability to prioritize a variety of time-sensitive tasks.
• Proactive with excellent follow-up.
• Demonstrates a high degree of integrity and confidentiality; operates with discretion.
• Ability to display a consistent, professional degree of communication.
• Resilient, able to adapt to unexpected events, and ability to prioritize and multi-task in a deadline-driven environment.

Nice-to-haves

• Bachelor's Degree Preferred
• H.S Diploma