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Administrative Assistant

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POST DATE 9/17/2016
END DATE 11/2/2016

FCB New York City, NY

New York City, NY
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


The Administrative Assistant provides general administrative support to team members. T&E support provided to VPs and above.

Position Duties and Responsibilities

* Handles all client related travel (transportation and lodging) for senior managers.

* Prepares and monitors all expense reports and handles any expense issues (through Concur and Omaha Processing Center) for senior managers

* Assists with new business presentations, often coordinating group travel logistics

* Miscellaneous administrative duties (Xeroxing, faxing, filing, distributing photocopies, memos, assembling presentation decks, etc., as requested)

* Coordinates with client counterparts (external admins) for scheduling client meetings, teleconferences, etc.

* Reserves and prepares conference rooms for client meetings room set up, AV, catering, supplies, etc.

* Arranges for teleconference or webex via BT Conferencing, sending invites to all participants

* Answers telephone for EVP, always knowing how to locate manager when necessary

* Maintains contact sheets, both internal and client

* Creates/maintains team org charts

* May input timesheets for senior managers

* Manage PTO calendar for team

* Registers guests with the security system

* Meet/greet guests at reception and escort to appropriate office/conference room

* Prepares materials for overnight shipments including packaging, all paperwork, etc.

* Orders office supplies

* Prepares for off-site storage, fills out and maintains all paperwork for tracking

* Prepares new hire profiles set ups, i.e: Concur, Amex Travel, First Corporate Sedan, etc.

* Requests delegate access to Outlook, Concur and Amex Travel

* Provides assistance to other teams when other Admins are out of the office

* May assist on special projects and perform other duties as assigned

* Reception duty as needed

* Flexible with overtime

* Experience using MS Office

* Experience making travel arrangements

* Experience managing calendars

* Outgoing and professional a must!