Senior Administrative Coordinator

Marsh McLennan•New York, NY

3d•Hybrid

About The Position

We are seeking a talented individual to Support continuity of administrative work operations by documenting and communicating needed actions to management, discovering irregularities, and maintaining confidentiality of sensitive information. This role will be based in New York. This is a hybrid role that has a requirement of working at least three days a week in the office. The Executive Assistant (EA) provides administrative support for core leaders and ensures that work runs smoothly. Key responsibilities include keeping them organized and providing day-to-day support in the form of travel arrangements, calendar management, expense tracking, event planning, document preparation and correspondence. The EA will be a proactive problem-solver with exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced environment. As an EA, you will play a pivotal role in enhancing the efficiency and effectiveness of your leaders, enabling them to focus on strategic initiatives that drive our business forward.

Requirements

Excellent organizational and time management skills, track record of consistently meeting deadlines
Advanced Microsoft Office skills: highly proficient in Excel and PowerPoint with a willingness to learn new software tools
Team player, able to work well with multiple stakeholders and build rapport in a fast-paced environment
High level of integrity, independent and committed with high level of initiative
A sense of urgency and ability to proactively anticipate needs and provide solutions

Nice To Haves

Multiple years of executive assistant experience, providing support to multiple leaders
Bachelor’s degree or professional certifications
Extensive experience collaborating within a highly matrixed organization

Responsibilities

Deliver effective, proactive calendar management – organize, adjust and communicate short- and long-term schedule requirements
Manage travel planning, including booking and providing agendas
Anticipate needs and proactively address challenges to ensure seamless operations
Process expense reports and vendor invoices
Organize internal and external meetings including conference rooms, invitations, video conferencing, catering, event space, and reservations
Maintain email distribution lists and team organization charts for leaders
Collaborate with other onshore and offshore AA/EA to ensure fluid and flawless execution of duties that require teaming with others
Liaise with other departments including HR, Finance, Legal, IT, C&W, Facilities
Provide support as needed for industry specific events or client events as needed, including partnering with other internal colleagues and external clients
Exercise discretion with internal information and client information. Remain compliant with internal policies when dealing with sensitive information by always maintaining confidentiality
Provide remote support for offices within Zone geography that do not have onsite EAs, this includes liaising with C&W or near shore AAs to reserve conference space, provide catering options, identify IT support etc.
Identify opportunities for process improvements and implement best practices to enhance operational efficiency, i.e., using AI to find efficiencies
Manage and execute ad hoc reporting requests (i.e., headcount details, promotions, anniversaries) and any other business reporting requests