Administrative Project Coordinator Jobs in New York, NY

Position Summary

The principal responsibility of this position is to provide Executive Administrative support to the Co - Head and team of VP’s, Senior Associates, and Associates on the team.

Responsibilities and Duties:

• Calendars: Maintain calendars, contacts and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings; ordering catering for any meetings requiring breakfast/lunch/refreshments
• Travel: Coordinate complex domestic and international travel arrangements, which include flights (commercial or private), car service, dinner reservations, colleague and client meetings etc.
• Office Support: Order supplies preferred by team; retrieve guests/deliveries from lobby;
• Invoicing: submit any deal related invoices on behalf of the team ( this includes all the preliminary work of setting up new vendors and projects related with new deals)
• Presentations: Help prepare presentation materials;
• Expenses: Review, edit and complete expense reports; work with AP for timely payments and track reimbursements;
• Printing: printing materials for weekly team meetings; regularly printing/binding large volume deal materials when required
• General: Assist with special projects as needed; pro-actively anticipate work assignments whenever possible;
• Leave reporting: maintain PTO leave for entire team and submitting quarterly report to HR.
• Maintain confidentiality of all sensitive and confidential issues.
• Other reasonably related duties as assigned (light PA work).

Required Qualifications

· Minimum of 8-10 years’ experience supporting senior level management;

· Previous job references required;

· Experience with Concur

· Experience with PeopleSoft

· College degree preferred;

· Strong computer and Internet research skills;

· Excellent Microsoft Office Skills (primarily Outlook, Word and PowerPoint);

· Strong organizational skills and attention to detail;

· Ability to work independently with strong follow-through skills;

· Excellent communication skills –

· Flexibility to juggle an extensive degree of multiple and changing priorities;

· Resourcefulness (especially online) in executing projects;

· Collaborative/teamwork attitude and skills a must;:

• Maintain positive attitude in a very fast-paced and evolving work environment.