Executive Admin Assistant - GMA

Software Guidance & Assistance, Inc., (SGA), is searching for an Executive Admin Assistant - GMA for a CONTRACT assignment with one of our premier Financial Services clients in New York, NY.

Responsibilities :
Calendar Management - Diligent, pro-active management of complex agenda and setting of meetings across all time zones
Schedule, track client meetings and support, including Board and Regulatory meetings
Domestic and International Travel arrangements, expense claims, expedited travel services
Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls
Preparation and coordination of departmental meetings, events, and Town Halls.
Creating, editing and preparing emails, organization charts and presentations.
Managing logistics/schedules for visitors and supporting senior executives during their visits.
Management of incoming and outgoing communications
Maintain and create e-mail distribution lists in Outlook
Completion of any reasonable projects or tasks, as requested by management.
The staff member will make use of several application systems including:
iValua/MyPortal- Supplies and IT Procurement.
MyIAM - Approve Identity & Access Rights to various platforms on behalf of Manager
Concur - Travel scheduling, expense reporting, and review of Manager's direct reports expense submission for approval.
Outlook
Microsoft Office Suite
Administrative and Organizational Support
Manage scheduling and calendar management for executives.
Arrange travel arrangements, accommodations, and itineraries.
Prepare documents and presentations for board or client meetings.
Maintain records and ensure confidential files are organized.
Handle expense reports and budget tracking.
Communication and Relationship Management
Act as the first point of contact for internal and external stakeholders.
Draft and edit emails, letters, and correspondence with strong written communication skills.
Coordinate information flow between departments to maintain clarity and alignment.
Project and Workflow Coordination
Oversee multiple projects simultaneously and track progress toward milestones.
Assist with event planning and team initiatives.
Improve workflow efficiency through organization and clear prioritization.
Required Skills :
Proficiency in Microsoft Office (Outlook) and other productivity tools
(iValua/MyPortal- Supplies/Concur and IT Procurement).
Experience with project management and expense reporting software.
Competence in calendar management, travel arrangements, and administrative support systems.
Strong written and verbal communication.
Adaptability under pressure and problem-solving mindset.
Collaboration with senior executives, team members, and clients.
High degree of organizational skills and time management.