Administrative Specialist - New York, NY

Navigant – New York, NY

Responsibilities


Navigants Administrative & Office Services team provides comprehensive, quality administrative and support services to our client-serving and corporate professionals, including Managing Directors through Directors and other rank appropriate professionals. They span a wide range of vital roles, from administrative support to facilities management and office services (including production support, emergency preparedness, and file management/storage, etc.).


The Administrative Assistant role provides dedicated support to client serving Managing Directors/Directors. The Administrative Assistant is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to support sales opportunities, engagement delivery activities and knowledge management. Will also perform Reception duties in smaller/field office. The Administrative Assistant reports to the Administrative Assistant/Office Lead aligned to the primary segment they support.

Key Responsibilities:

General Administrative Travel & Expenses, Calendar Management, Client Invoice, Vendor Billing:

  • Manage calendars and schedule meetings/events (restaurant/space reservations, reserve conference rooms, book conference calls, set video conferencing arrangements, arrange catering, on-site administrative support during meetings (meeting agenda, supporting materials and office supplies, etc.)
  • Work closely and effectively with the MD/Dir to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
  • Assist with general office support, including hoteling, office supplies ordering, etc.
  • Effectively prepare weekly time and expense reports as required; follow policies and procedures, resolve auditor inquiries and engagement code reclassifications, as well as assist with Amex expense reconciliation
  • Assist with travel arrangements maintain travel profiles, make bookings, prepare itinerary, coordinate last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues; effectively use firm travel tools/contacts
  • Apply firm branding and correspondence guidance to format/edit letters, reports, and correspondence from draft to client-ready stage; become knowledgeable of firm mailing/delivery processes
  • Collaborate with colleagues to determine and recommend most cost-effective solutions for completing tasks
  • Assist with onboarding new hires into the Segment/Region
  • Assist with processing vendor and/or client invoices
  • Effectively use the firms core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases, including MS Word, Excel, PowerPoint, Skype, SharePoint, Outlook, Time & Expense, MSLens/One Drive, PeopleSoft, etc. Position oneself as knowledge resource in one or more of these programs and be requested to train others who are less skilled
  • Order gifts/flowers for team or client life events as needed
  • Sales Pursuit or Engagement Support:

  • Create and manage the NAVSales report for the practice and respond to leadership requests around pipeline
  • Facilitate engagement setup process, including review and modification contract set-up
  • Create and manage the NAVSales report for the practice and respond to leadership requests around pipeline
  • Assist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) needed for proposals or RFPs
  • Proofread/edit documents/client letters, briefing papers, reports and presentations
  • Coordinate/assist with client invoicing
  • Assist with shipping packages; courier/overnight to client locations or residential addresses (coordinate with Office Services as needed)
  • With guidance, may manage certain administrative aspects of client engagements
  • Assist with conflict checks/PIFs/PAFs
  • Support with weekly internal staffing calls and manage filing resource needs
  • In coordination with Office Services, oversee production requests (including, copying, printing, faxing, binding, etc.)
  • Assist with contract execution and manage ongoing contractor relationship/billing, etc.
  • Knowledge Management & Records/Storage Management:

  • Conduct basic information searches (e.g., via internet, internal sites, etc.)
  • Maintain contacts, distribution lists (as needed)
  • Maintain documents on appropriate file repositories, learn and adhere to Navigant records retention policies
  • Maintain, retrieve and secure working papers, files and other documentation as requested, in accordance with current records management policy, procedures and best practices
  • Proactively manage document retention issues
  • Special Projects:

  • Oversee projects from inception to completion
  • Qualifications

    Education:

  • Associate s degree in a related discipline or equivalent work experience
  • Experience:

  • 6+ years of administrative support experience, preferably including 3-4+ years in a top-tier professional services firm; familiarity with PeopleSoft and/or CRM systems a plus.
  • Required Skills:

  • Able to prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Strong analytical / organizational skills and creative problem solving skills
  • Able to communicate, collaborate and contribute positively across a matrixed organization
  • Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
  • Skillful attention to details and self-assurance of quality of work performed
  • Proactively leverage and share knowledge with colleagues
  • Receive limited supervision, more often work independently
  • Highly proficient Word, Excel and PowerPoint
  • Willingness and ability to work the hours necessary to complete assigned work
  • Personal Qualities:

  • Clear fit with (and champion of) firm culture and values
  • Skillful attention to details and self-assurance of quality of work performed
  • Ability and motivation to work independently with minimal supervision, to work efficiently and manage time appropriately
  • Adaptable work-style with the ability to move fluidly between priorities
  • Mental/Physical Requirements
  • Communicate frequently with co-workers as well as with managers to discern their needs, and be able to express themselves
  • Work as a member of a team as well as be a self-motivator with ability to work independently
  • Constantly operates a computer and other office equipment to coordinate work
  • Usually remains stationary for the majority of the day
  • Frequently communicates with clients and coworkers and must be able to share information effectively
  • Generally, works in an office environment
  • EEO/C&B StatementThe company offers competitive compensation packages including an incentive compensation plan, comprehensive medical/dental/life insurance, 401(k) and employee stock purchase plans.Navigant does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Navigant and Navigant will not be obligated to pay a placement fee.Navigant is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation. Navigant will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

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