Role overview

Qualifications

Minimum of 5 years in an administrative support role, preferably in financial services
Proven ability to take initiative, set priorities, and exercise strong judgment
Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and video conferencing tools (e.g., WebEx)
Experience with Concur or similar systems for travel and expense management

Responsibilities

Manage complex calendars for IT executives, schedule internal and external meetings and calls, and proactively resolve conflicts
Serve as a gatekeeper to executives, optimizing time and prioritization
Coordinate collaboration with other administrative assistants and provide backup support as needed
Arrange domestic and international travel, including flights, accommodations, and ground transportation; handle expense reporting and adherence to company policies

Key facts

Remote from: New York (USA), Anywhere
Fixed term
Senior (5-10 years)
Administrative Assistant
English

Hard skills

Calendar Management Expense Management Event Scheduling Expense Reports Organizational Structure Online Communication Positive Psychology

Other skills

Microsoft Office
Microsoft Outlook
Microsoft Excel
Microsoft PowerPoint
Video Conferencing
Time Management
Detail Oriented
Non-Verbal Communication
Client Confidentiality
Decision Making
Teamwork
Prioritization
Adaptability

About the company

BizTek People, Inc.

IT Services & IT Consulting

BizTek People is a premier woman and minority owned high-end technology staffing firm headquartered in downtown Portland, Oregon. With a personal commitment to excellence from each one of us, we're here to ensure that our clients receive the most competent solutions for all their business and technology needs. We operate in the following verticals: - Project Management Practice - Technology Consulting Practice - Big Data Practice - Product Development Practice BizTek is known for our holistic principles, integrating business, technology, and people. We support local charities such as the Juvenile Diabetes Research Foundation (JDRF) and Oregon Repertory Singers (ORS). BizTek has been on the Portland Business Journal's "Fastest Growing Companies" list for 3 years in a row! If you are looking to grow with us, please send your resume and inquiry to info@biztekpeople.com.

Company details

Company typeSME

IndustryIT Services & IT Consulting

Company size201 - 500

Links

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Job description

This is a remote position.

Administrative Assistant – IT

The Administrative Assistant will support IT executives within the IT department.

The ideal candidate will have a minimum of 5 years of administrative support experience in a fast-paced environment, preferably within financial services. The candidate should possess a keen sense of urgency and the ability to prioritize and pivot between tasks. They should maintain a positive, can-do attitude and demonstrate strong attention to detail.

Responsibilities:

Manage complex calendars, including scheduling internal and external meetings and calls, while proactively resolving conflicts. Coordinate meetings efficiently and communicate clearly regarding scheduling changes or prioritization needs.
Serve as a gatekeeper to executives, managing schedules proactively to ensure optimal use of time.
Liaise with other administrative assistants to schedule collaborative meetings and provide backup support when needed.
Arrange domestic and international travel, including flights, accommodations, and ground transportation.
Handle expense reporting and reimbursement processes, ensuring adherence to company policies.
Perform ad hoc administrative support tasks as needed.
Maintain the confidentiality of all sensitive and confidential information.
There is no expectation of assisting with personal work, content creation, or project work.

Skills and Competencies:

Minimum of 5 years in an administrative support role.
Proven ability to take initiative, set priorities, and exercise strong judgment.
Exceptional organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams) and video conferencing tools (e.g., WebEx).
Experience with Concur or similar systems for travel and expense management.
Superior written and verbal communication skills.
Ability to handle highly sensitive and confidential information with discretion and professionalism.
Strong collaborative and teamwork-oriented attitude.

Required Skills:

Administrative Support
Financial Services
Time Management
Microsoft Excel
Microsoft Office

Additional Skills:

Scheduling
Video Conferencing (WebEx or similar)
Travel Arrangements
Microsoft PowerPoint
Excellent Written and Verbal Communication Skills