Administrative Assistant - Finance

Job Description
The Administrative Assistant - TDS provides highly skilled administrative support. Performs complex and technical activities. Works with individuals at all levels of the company, as well as external organizations and Customers. Handles confidential materials. Facilitates management details and serves as an intermediary to relieve executive/manager of administrative responsibilities and details.Job Requirements
Provide administrative support to the Chief Financial Officer and to the Managing Director / Head of Operations in the New York office.
Recording secretary / minute taker for two NY committees on monthly and weekly basis.
Schedule and coordinate appointments and meetings with internal and external clients, while working with assistants in other regions as needed.
Proactively monitor calendars on a daily, weekly and monthly basis.
Schedule travel arrangements for multiple team members.
Review, prepare and process individual expense reports for multiple team members.
Assist in preparation of PowerPoint and Excel documents.
Call list maintainer for NY Finance emergency business continuity plan.
Update and maintain organizational charts for Finance – NY and Operations – NY, Singapore, London, Toronto.
Organize interviews and liaise with staffing agencies to fill vacant roles within the Finance NY and Operations NY teams as needed.
Monitor incoming new hires for both teams and ensure a welcoming experience by working with our Technology, Human Resources and Facilities teams to coordinate building access, seating, equipment, etc.
Process and distribute vendor checks from accounts payable on a weekly basis. #LI-JH2
Qualifications
• High school diploma or GED
• 2-4 years related experience required
• Ability to provide consistent support prioritizing tasks based on departmental priorities
• Strong administrative skills, including software applications
• Strong English grammar and proofreading skills
• Ability to work independently and as part of a team, providing high quality Customer service
• Strong written and verbal communication skills
• Ability to operate standard and specialized office equipment
• Ability to handle sensitive or confidential information
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