Executive Assistant/Receptionist
New York, United States
About Citco
Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.
For more information about Citco, please visit www.citco.com
About the Team & Business Line:
Citco Group provides services to our Citco Group of Companies and helps business to succeed in client service excellence.
As a valuable member of our Office Overhead team, you will work closely with internal stakeholders and cross-functional teams to support business operations and help them to achieve their goals.
Your Role:
- You will perform a variety of administrative tasks and support our company’s senior level managers. We are looking to recruit an individual who has experience and is able to work independently without direct day-to-day supervision. You should be a strong people person, who thrives on organizing others in a busy and demanding environment.
- Assist with booking and managing travel arrangements, itineraries or other duties related
- Organize receipts and prepare expense reports for senior executives
- Assist with calendar management, which will require interaction and coordination with internal/external executives and their assistants to coordinate complex meetings
- Coordinate the approval and payment of office related purchase orders and invoices
- Work closely with external partners, assistants, vendors and other stakeholders to schedule meetings or events
- Prepare staffing org charts, management slide decks, memos, letters and spreadsheets as needed
- Take notes on conference calls, prepare action plans based on notes and follow up on deliverables where required
- Perform other duties as required
- Maintain an advanced degree of confidentiality along with excellent judgement, discretion and a high degree of maturity/professionalism
- Partner with HR, Finance, Legal and other teams on various initiatives
- Apply judgment with a full understanding of urgency and priorities of your leaders, routinely needing to multi-task with little to no direction
About You:
- You have at least 5 years’ experience working in a similar role.
- At least 5 years’ experience working for a multinational organization
- Excellent written and verbal communication
- Experience dealing with confidential and sensitive data
- Demonstrated prioritization, planning and organization skills
- Attention to detail
- Excellent time management skills and ability to multi-task and prioritize work
- Experience managing travel arrangements for senior staff members
- Availability to work overtime during key periods
- Assets:
- Experience supporting multiple leaders of large teams
- Advanced knowledge of MS Office (Outlook, Word, PowerPoint and Excel) and cloud-based applications (SharePoint)
- Experience with Collaboration software (MS Teams, Slack, etc.)
- Ability to professionally interact with senior leaders and anticipate their needs
- Ability to effectively exercise judgement including time management, prioritizing issues and tasks, and meeting deadlines
- Demonstrated ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks
- Experience with project and budget management
Our Benefits
Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.
We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.
Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.
Citco is an Equal Opportunity Employer. It is our policy to make all employment and personnel decisions without discriminating on the basis of race, color, creed, religion, sex, physical disability, mental disability, age, marital status, sexual orientation, citizenship status, national or ethnic origin, and any other protected status.
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.
