Administrative Coordinator

Date posted:

Department:

Administrative Support

Location:

Long Island City (HQ) - Queens, NY

Salary range:

55,000 USD to 60,000 USD

Description:

Come join our international organization located in Long Island City, Queens as our new Administrative Coordinator in our Executive Office. In this role you will perform advanced secretarial and administrative duties in order to provide support to the Executives and the Executive Administration team. You will ensure that the day-to-day administrative duties are executed optimally, guaranteeing that relationships with the Board of Directors, Committee members, Senior Management and internal and external business associates are effectively managed due to positive interaction.

Accountabilities:

The duties listed illustrative of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment.

Prepare correspondence and confidential documents for Executive Management, as needed, utilizing word processing software. Prepare presentations, spreadsheets, graphs, charts and department communications using various software applications. Maintain databases and spreadsheets for preparation of departmental reports.

Assist with the preparation and distribution of reports and documents for the Board of Directors, Executive Management and volunteer committees.

Coordinate meetings, teleconferences, and videoconferences, inclusive of room reservations, catering arrangements and technical requirements. Record and transcribe minutes as requested. Provide post-follow-up support as required.

Review calendar of itineraries and schedule/coordinate business meetings, both onsite and remotely. Interacts with other departmental staff, as well as management, to schedule meetings. Coordinate the scheduling of conference rooms as needed.

Assist Executive and Board Relations Manager with monitoring and tracking expenses.

Answer and/or screen telephone calls and respond to moderately complex inquiries. Escalate more complex calls to the appropriate department personnel.

Utilize the Internet for research purposes. Present findings in a professional manner.

Assist the Executive Administrators with various travel, conference and meeting arrangements as assigned. Prepare itineraries and meeting schedules as directed.

Review calendars of Executive team and assist with any and all arrangements, including room reservations, catering and technical arrangements. Record and transcribe minutes as requested. Provide onsite and post-follow-up support as required.

Provide backup assistance for the Executive Administrators in their absence

Assist with special projects and event planning and execution.

Maintain and enhance files, records and supplies inventory for the Executive Office. Maintain administrative procedures to ensure consistent performance of routine duties.

Other duties as assigned.

Qualifications:

The ideal candidate would have Bachelor’s degree or high school graduate certificate and 3 – 5 years experience in an administrative role to senior management, preferably in the financial industry. Bi-lingual (English and French, Italian, or Spanish) is a plus.
The duties of this job require that the individual be able to work independently, manage multiple tasks without compromising quality or productivity, and be well organized with strong time management, project management and follow-up skills, and communicate in a courteous and professional manner. Essential to this position are strong verbal and written communication skills, professional appearance, and willingness to work flexible hours. Intermediate pc software skills (Microsoft Office) and computer knowledge are required.