Administrative /Virtual Assistant

The Administrative Assistant provides administrative and office support to the asset management and underwriting teams in order to increase organizational productivity and efficiency. Essential Functions: Support team consisting of Managing Director(s), Director(s), Vice President(s), Associate(s) and Analyst(s) Manage and maintain executive schedules Coordinate executive travel arrangements and develop itinerary Process expense reports and invoices; track progress of payments Maintain executive time tracking/entering Screen incoming telephone calls Prepare memorandums, e-mails, directives, letters, and responses to correspondence Gather and summarize executive information requests Make copies of correspondence or other materials Work with fellow administrative assistants to coordinate arrangements for committee, board, or other meetings including (but not limited to): material duplication, refreshment/lunch coordination, room preparation Fill in for/assist fellow administrative assistants as needed Assist with maintaining the organization and cleanliness of the office space as a whole Assist with taking office supply inventory, placing orders for food/supplies, and unpacking and organizing orders upon receipt Attend corporate meetings; including monthly team meetings Manage office filing requirements Assist with report and data preparation/manipulation in Excel and/or PowerPoint Provide support for special project work and ad hoc office projects Reception Support: Provide coverage for the reception desk including screening incoming telephone calls and greeting visitors Register all visitors with building security prior to arrival Required Knowledge, Skills and Abilities: Hard working, detail-oriented, and committed to producing great end results Excellent organization, follow-up and multi-tasking skills Excellent verbal, written and interpersonal communication skills Must have the ability to proactively anticipate needs Exceptional articulation and proof-reading proficiency Must display a flexible attitude and have the ability to manage change Must be both self-directed and a team player with a positive attitude Must have ability to handle confidential reports and information with discretion