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Administrative Assistant (New York)
Administrative Assistant (New York)Garrison Associates LLC • New York, NY, United States
Administrative Assistant (New York)

Administrative Assistant (New York)

Garrison Associates LLC • New York, NY, United States
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  • [job_card.full_time]
[job_card.job_description]

Leading writer of Property & Casualty Reinsurance seeking an Administrative Assistant supporting their 15 person in office team. I have been supporting this client for 20+ years and I can sincerely say they have the best, most employee centric, corporate culture of any client Ive worked with. Their global team shares a passion for solving their customers problems through a collaborative and entrepreneurial culture that empowers employees and rewards creative thinking.

This a contract to perm opportunity with the expectation of full time conversion after 3 months. During the contract period, the position will be in office every day. Upon full time conversion, it will be 4 days in office with a flex work from home day located in midtown Manhattan, very close to all major transportation hubs.

For over three decades, the firm has helped its clients manage the risks of operating in a volatile and uncertain world. Theyre experts in Property, Casualty, Specialty, Cyber and Credit reinsurance, consistently recognized for the innovative way they combine data, experience and technology to understand and manage large and complex risks across the world. They are also a business with a real social purpose - we help protect communities around the globe and enable prosperity for all. Our purpose drives us forward every day as we seek solutions to some of the world's most complicated challenges.

Position : Administrative Assistant

We are a leader in the reinsurance industry. To maintain our commitment to the highest quality service, we are seeking an Administrative Assistant.

Position Summary

The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership.

This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure.

Responsibilities Include :

Travel

  • Arrange all aspects of business travel including conferences and client / broker events. This will usually involve flights, hotel, ground transportation and lunch / dinner bookings Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log
  • Ensure team members have visas, all documents, papers and itineraries necessary for travel
  • Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices

Meetings and Entertainment / Lunches / Dinners

  • On behalf of team members, coordinate meetings with clients / brokers / vendors
  • Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below
  • Manage all aspects of bookings and catering for client / broker lunches and dinners
  • Book taxis for our employees and clients
  • Prepare and organize printed materials and binders for meetings
  • Other related support

    • Customer Relationship Management (CRM)

  • Track client related meetings / events (including overseas meetings) in our CRM System
  • Collect business cards and update contact details in CRM or follow up with meeting organizer for client's contact if not known; make changes to client profiles
  • Develop working knowledge of clients / brokers and Company names

    • Expenses

  • All aspects of timely expense management (in Concur and Dynamics 365) for team members, including receipt images in Concur or gathering receipts for business travel promptly and documenting the business purpose
  • Set up expense reports on at least a monthly basis
  • Follow-up to secure any expense approvals

    • Visitor Log

  • Coordinate visitor log requests
  • Communicate with other Executive Assistants as to who is coming in and details of visit
  • Arrange desk assignments for visitors

    • General / Office / Other

  • Provide administrative support for group meetings, whether onsite or offsite
  • Provide back-up support for vacationing other administrative roles
  • Assist with ad hoc projects
  • Participate in the local and global Admin Team support team meetings
  • Communicate with external contacts to exchange information as needed
  • Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
  • Prepare FedEx shipments
  • Assist with mail collection and distribution for your respective team(s)
  • Manage confidential affairs
  • Maintain good working relationship with internal contacts
  • Manage changing circumstances as they happen, sometimes on short notice
  • Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time.

    • Professional / Technical Competency Requirements :

  • Experience working in a matrixed global organization working across functions and geographies
  • Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include senior management, internal clients, external clients and brokers
  • Work efficiently, accurately and exercises common courtesy under time pressure situations. Is a team player and demonstrates a cooperative attitude.
  • Must possess excellent oral and written communication skills
  • Receptive to new ideas and is well organized
  • React effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities.
  • Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner always
  • Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different share platforms (e.g. SharePoint, Office 365, etc.).

    • Qualifications, Skills & Experience Requirements :

  • Bachelors Degree; business discipline preferred
  • 5+ years of administrative assistant experience
  • Experience in the Financial Services industry at a minimum with industry experienced preferred
  • Our people are our most valuable resource and core to our success. This is a fast-paced business environment, demanding a strong work ethic and a results-oriented approach. We offer competitive compensation and benefits, a comprehensive talent development program, and a reward system in which employees share in the success of the company. We are an engaged member of the communities in which we live and work and have a locally-led giving philosophy with generous employee matching program, global and local community grants and employee volunteerism.
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