Office Administrator

This can be filled in NY or San Francisco office
The Administrative Assistant provides the core support that facilitates the working of the business area to which they are aligned. The remit may also extend beyond office administration as is required to offer the particular support needed by that business area. The Administrative Assistant's tasks ensure the day to day smooth running of the business area, such as scanning / photocopying, filing / archiving, sorting mail, maintaining adequate office supplies, instructing couriers and arranging a variety of deliveries and standard office documentation tasks (e.g. copy typing). There may be a receptionist (e.g. providing first point of contact in meeting and greeting the visitors and telephone callers to the business area) and / or team activity coordination (e.g. booking conference calls, lunches, processing expenses) aspect to the remit. Administrative Assistants will be in contact with other Administration Profession members and areas of the Bank that support their Business area.
Providing primary and back-up phone coverage, directing calls to appropriate parties;
Coordinating international/domestic travel and hotel arrangements, including creation of extensive trip itineraries and expense reimbursement requests;
Coordinating arrangements for meetings, including scheduling, reserving conference rooms and ordering lunch, when necessary;
Preparing and processing travel and entertainment expenses promptly and accurately;
Ordering office supplies as required; process and track invoices for payment and follow up as appropriate;
ssist in onboarding & offboarding process including desk coordination, floor access, id creation, etc.
Preparing materials for presentations/meetings, including typing, proofreading, photocopying and distribution;
Providing timely and accurate follow-up to projects assigned and you will be responsible for arranging coverage when away from desk or office.