Administrative Support Manager

Position Title: Senior Administrative Manager
Duration/End Date: 1 year
Possibility of Extension: Yes
Working Hours: 9am-5pm EST
Working Location: 151 West 42nd Street, New York 

Description

Located in the heart of New York, this position offers the opportunity to work in one of the world's most dynamic and vibrant cities. Enjoy the bustling energy of the city that never sleeps, with access to a wide range of cultural, dining, and entertainment options right at your doorstep.

Role Mandate

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Team Structure

The selected candidate will be working in a collaborative environment and have exposure to multiple lines of business in the bank. This role does not require supervisory duties and reports to the admin team lead.

Role Responsibilities

• Provides expertise and advice related to assigned strategic initiatives and acts as relationship management for assigned initiatives.
• Builds effective relationships with internal/external stakeholders.
• Breaks down strategic problems, and analyzes data and information to provide insights and recommendations.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Leads the planning, coordinating, and implementing department events.
• Provides administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g., customized exception reports, tracking reports etc.) to manage information.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis, and/or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms, and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements.
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building-related matters including incoming/outgoing staff and contractors, relocations, office planning, and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains and tracks overtime, on-call claims, staff vacations, and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Focus may be on a business/group.
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Works mostly independently.
• Broader work or accountabilities may be assigned as needed.

Must Have Skills

• Typically, 2-5 years of relevant experience in an administrative/professional support function.
• Candidate should have experience liaising with Senior leadership, and be able to operate confidently in a fast-paced, demanding environment.
• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Adaptability – in-depth.
• Analytical and problem-solving skills - In-depth.
• Influence skills - In-depth.
• Advanced Outlook experience.

Nice to Have Skills

• Banking/Financial Institution experience.
• Education/certification in Office Admin/Support.

Interviews

• Round 1: Over Teams with Manager.
• Round 2: Over Teams with Manager and Co-Manager.