Russell Tobin ยท 1 day ago
Administrative Support Specialist
New York, NY
Full-time
Onsite
New Grad, Entry Level
$35/hr - $35/hrRussell Tobin is seeking an Administrative Support professional to join their Private Bank Assistants team. The role involves providing high-level administrative assistance, managing complex calendars, coordinating meetings, and handling confidential information while maintaining professionalism and compliance.
ConsultingHuman ResourcesLegalStaffing Agency
Hiring Manager
Deepanshu Sahu (Dave)
Responsibilities
Provide comprehensive administrative support across varying teams, offering coverage and flexibility as business needs require
Proactively manage complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings
Arrange and manage complex phone, video, and in-person meetings, ensuring seamless coordination and execution
Handle a high volume of incoming phone calls, delivering professional communication and accurately recording detailed messages for senior leaders and clients
Coordinate domestic and international travel arrangements, including visa procurement, and process expense reports and related invoices in a timely manner
Organize on-site and off-site meetings, including conference room bookings, catering coordination, guest registration, and preparation of meeting materials
Perform general administrative duties such as phone coverage, time entry, copying, scanning, filing, mailing, archiving, and ad-hoc project support
Manage highly confidential and sensitive client and business information with discretion and sound judgment
Act as an integral team member by maintaining awareness of current priorities, deadlines, and support requirements
Ensure adherence to compliance regulations and obtain required approvals in alignment with firm policies
Qualification
Required
Proven experience as an Administrative Assistant supporting executives in a complex, fast-paced environment
Demonstrated ability to exercise sound judgment and discretion when handling confidential and sensitive information
Strong interpersonal and teamwork skills with the ability to collaborate effectively across local and global teams
Ability to remain calm under pressure while managing multiple priorities efficiently and accurately
Excellent written and verbal communication skills with a consistently professional demeanor
Exceptional attention to detail and organizational skills with strong task-prioritization abilities
Quick learner and self-starter with strong anticipation and follow-up skills
Proactive problem solver with the ability to think independently and take initiative
High level of integrity, professionalism, and diplomacy
Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom
Supportive team player with a positive, flexible attitude
Preferred
financial services, private sector, or government experience preferred
Familiarity with expense management platforms such as SAP Concur
Company
Russell Tobin
Russell Tobin is a staffing and recruiting company that provides recruitment and staffing advisory services.
Founded in 2010
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
John Woronowich, JD
Vice President - Search, Staffing & Embedded Partnerships
Ashley Steger
Director of Talent Acquisition and People Operations- Embedded Partnerships
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