Administrative Assistant

Expiring today

Recruiter
UBM
Location
New York
Salary
45000.00 - 50000.00 USD Monthly + 45000.00 - 50000.00 bi-monthly
Posted
Sep 22, 2016
Closes
Oct 01, 2016
Employer Type
Direct Employer
Employment Type
Permanent
Hours
Full Time
Job Board
NYCityWorks.com
UBM Americas is looking for a proactive Administrative Assistant to join its Penn Plaza office.

This position will afford an opportunity to work as part of a team comprised of the Head of Business Systems, IT Enterprise Architect, Head of IT Support and SVP, Organizational Development.

Duties include, but are not limited to, maintaining appointment schedules by planning and scheduling meetings, teleconferences, videoconferences, and travel, maintaining key contacts and relationships within the IT team, customers of and suppliers to the IT team, and project teams that interact with the IT team, writing correspondence, calendar management, organizing data and processing expense claims and maintaining the organizational charts.

RESPONSIBILITIES:
Management of appointment schedules by planning and scheduling meetings, teleconferences, videoconferences, and travel.
Maintaining key contacts and relationships within the IT team, customers of and suppliers to the IT team, and project teams that interact with the IT team.
Actively managing the management team's mailboxes to ensure that email and any other correspondence is filtered for relevance.
Design and implement an effective system of maintaining important files electronically, so that information can be retrieved quickly.
Maintain and prioritize a list of key tasks and projects and ensure regular follow-up with the management team to ensure tasks are progressed to schedule. Maintain key relationships with other support services (HR, Finance) to ensure required information is provided.
Assisting with obtaining information used in producing the budgets.

Enhance the overall efficiency of the Management Team:
Book travel for the management team.
Provide administrative support for the Management team, coordinating meetings and information.
Contributes to the overall team effort and effectiveness.
Process expense claims for the management team.
Maintain organizational charts

REQUIREMENTS:
Strong organizational and time management skills.
Excellent Microsoft Office 2013 skills, advanced use of Outlook, Excel, Word, Powerpoint
Strong presentational skills, able to present information in a clear and understandable way.
Able to work proactively, and independently. Demonstrates initiative in all areas of work.
Clear and confident in all communications, able to speak with people at all levels in an organization.
Ability to collaborate with people to achieve common goals and tasks.

This is a great opportunity to work in an exciting and engaging environment, with a global leader in the events market.

Please submit your resume to apply for this opportunity.

Why work for UBM?
Because UBM works for you. As an employee of UBM you will have access to a positive company culture, flexible and professional environment, access to the UBM Employee Benefits page and a commitment from us that we will invest in developing your talent.

We are an equal opportunities employer committed to building a diverse and inclusive culture. We actively welcome applications from suitably qualified and eligible candidates from minority ethnic backgrounds and LGBT communities as they are currently underrepresented at application stage.
At UBM plc, we invite you to be part of an organisation that is committed to building a diverse and inclusive culture and to being a responsible, sustainable business. UBM is proud to be an equal opportunity workplace and an affirmative action employer.

Required Skills

REQUIREMENTS:
3-5 years of administrative experience supporting an IT team
Strong organizational and time management skills.
Excellent Microsoft Office 2013 skills, advanced use of Outlook, Excel, Word, Powerpoint
Strong presentational skills, able to present information in a clear and understandable way
Able to work proactively, and independently. Demonstrates initiative in all areas of work
Clear and confident in all communications, able to speak with people at all levels in an organization
Ability to collaborate with people to achieve common goals and tasks
Comfortable with technology, and IT terminology
Experience of working in a medium sized organization, working with large and dynamic teams.
Experience of budgeting, budget forecasting, and financial analysis
Experience and knowledge of purchasing and vendor management

Required Experience

Position Type: Full Time