About the job
About The Role
Grade Level (for internal use):
U18
We are seeking an organized Administrative Assistant to provide support to the New York office of the Ratings Compliance & Risk department, reporting to the Global Chief Matrix Officer, including support for the members of the Compliance & Risk senior management team, and the Designated Compliance Officer (DCO) – Americas & EMEA specifically.
Responsibilities Will Include
Organization
- Provides high-level administrative and operational support to Ratings Compliance & Risk senior leadership, including specific support for the DCO – Americas & EMEA, managing day-to-day activities in a timely and accurate manner.
- Co-ordinating individual and group diaries using Outlook.
- Arranging meetings, booking rooms, working with different groups within and outside of the department, and across different time zones.
- Support department events and programs.
- Recording annual leave, personal days, lieu days and sickness for the team; ensuring that all employee records are up to date on Workday.
Administration
- Collaborate with colleagues to ensure consistent administrative support is available for both New York and global employees.
- Manage travel arrangements for team members, including booking flights, accommodations, and transportation. Ensure compliance with company travel policies.
- Prepare correspondence, tasks/projects and presentations as required, supporting new hire onboarding, preparing reports or proposals, filing, scanning, and printing as needed.
- Deal with both internal and external queries in a professional, customer service-oriented manner.
- Monitor shared mailboxes, responding to queries, and allocating to the relevant person or department.
- Prepare and submit monthly reconciliation of all expenses in a timely and accurate manner.
- Work cross functionally as part of a team with other members and departments.
- Comfortable working in a dynamic environment with the ability to handle change and ambiguity.
- Support various ad-hoc projects within the Compliance & Risk department as needed, including contributing to ongoing process improvements and efficiency efforts.
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Key Skills And Experience
- 5+ years supporting senior level staff in an administrative capacity. Experience working in an administrative role within a global organization is a decisive asset.
Experience With
- Calendar management,
- Coordinating travel arrangements,
- Processing T&Es,
- Managing busy schedules
- Interacting with executive level staff.
Additional Experience
- Excellent verbal and written communication skills.
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Fluent English, with other languages a plus.
- Excellent interpersonal skills.
- Attention to detail and the ability to work in a fast-paced environment.
- Discretion and ability to handle sensitive and confidential information.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
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