Administrative Assistant

Divisional Overview Corporate Planning & Management (CPM) unifies Finance & Planning, Global Procurement, Product & Reporting, and CPM Management teams to deliver business planning and analytics, expense management, third party risk management, sustainability strategy for our operations and supply chain, and governance strategies across the firm.

Finance & Planning drives business planning, budgeting, and analytics across revenue, expense, liquidity, and capital. The pillar includes divisional CFOs providing strategic finance advisory, Product Finance managing non-compensation expense governance, and Corporate Insurance & Advisory overseeing the firm's insurance needs and risk mitigation.

Global Procurement strategically enables the firm's engagement with third parties, ensuring robust commercial and compliance controls while driving sustainability. Key functions include Strategic Sourcing, Third-Party Risk Management (TPRM), Supplier Relationship Management (SRM), Procure to Pay (P2P), Travel, Contingent Workforce Mgmt., and Sustainable Operations driving sustainability initiatives.

Product & Reporting manages the product lifecycle for CPM technology platforms and delivers comprehensive reporting, dashboards, and analytics. The team oversees financial planning and analysis systems, spend management tools, and TPRM solutions while providing stakeholders with actionable insights for evidence-based decisions.

CPM Management provides strategic oversight, operational support, communications and change management, and risk governance across the division.

Role Overview This is an opportunity to provide assistant coverage for senior stakeholders in North America. It will include general administrative support, such as diary and meeting management, coordinating travel arrangements, expense management as well as various ad hoc projects and assignments as needed. The role would suit a self-starter who is keen to make the role their own and develop processes to ensure the department runs smoothly from an administrative perspective.

The role will be based in our New York office, five days a week.

Job Responsibilities

• Extensive and proactive diary and meeting management, including prioritization and coordination with senior stakeholders and global assistants across multiple time-zones;
• Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required;
• Provide ad hoc support to wider senior management group and senior visitors when required;
• Act as the main point of contact for administrative queries for the region;
• Arranging international travel for Managing Directors and processing expenses;
• Coordinating the onboarding of new hires, transfers, terminations;
• Managing monthly invoices and arrange for payment as requested;
• As required, participate in general administrative duties, ad-hoc projects, committees and or group events.

Skills And Experience

• Proficient working knowledge of Microsoft Office including Outlook, PowerPoint and Excel;
• Excellent written and verbal communication skills along with ability to communicate clearly, concisely and confidently;
• Strong attention to detail, organized, efficient, and highly motivated;
• Can-do attitude and eagerness to grow with the department;
• Ability to build and maintain strong working relationships along with willingness to work collaboratively amongst assistant and admin team based both locally and globally;
• Ability to take on and prioritize a variety of time-sensitive tasks and projects whilst remaining flexible as priorities change;
• Proactivity as ability to take initiative, follow up where necessary without prompting and seek clarification when needed;
• Strong work ethic with a positive attitude and growth mindset;
• Ability to work well under pressure and stay professional in a busy and sometimes hectic environment;
• Ability to handle sensitive matters with discretion and confidentiality.