Operations Assistant

Operations Assistant

Division

PS - Admin (Corporate)

Location

New York, New York

Employment Type

Temporary

Job Description:

Job Function:

• Makes various business appointments for assigned team.
• Manages calendars and schedule appointments.
• Coordinates and arrange travel arrangements, including flights and accommodations.
• Process expense reports using knowledge of client/ prospect activity and ensure timely reimbursement.
• Plans, organizes, and coordinates conferences, meetings, and events.
• Meets with team member as needed to provide update on current work assignments.
• Manages the new business production reports for select producers.
• Organizes and maintains files of correspondence and other records, ensuring documents are easily accessible.
• Conducts research, collects and analyzes data, and prepares briefing materials for meetings.
• Answers telephone, answers questions or refers calls to appropriate department or individual.
• Performs data entry of contacts/prospects and perform mail merges for marketing mailings.
• Protects the confidentiality of information learned by performing the duties of the position.
• Prepares, edits, and organizes a variety of correspondence, reports, presentations, and documents in support of new business development activities.
• Independently coordinates the production of responses to requests for proposals (RFP’s) using internal and external resources.
• Receives, reads and is proactive in handling daily mail and email as directed by individual team member/ leader, and initiates action on items requiring immediate attention.
• May perform public relations work for producers, including coordinating special events, luncheons, golf outings and seminars.
• Coordinates the purchase and distribution of holiday gifts for clients and greeting card mailings.

Job Requirements:

• 4 to 5 years of professional experience supporting C-level executive
• Proficiency in the use of Microsoft Office, including Word, Excel, PowerPoint and Access
• Advanced skills with email and calendar systems such as Outlook
• Experience using a CRM system such as Salesforce would be a big plus

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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