Office Administrator/Executive Assistant

Our client, a leading global investment firm, is seeking a Temporary Office Manager/Executive Assistant for 13 people out of their Chelsea office. This role is in office 5 days a week, from 8am-6pm, with flexibility as needed. The role will start on August 28th.Responsibilities: Manage daily office operations and support the smooth functioning and integration of the departmentWork with other internal departments, vendors, Fortress entities, clients, investors, bankers and extensively with portfolio companies - onsite, domestic and internationalGreet visitors and process security passes, arranging conference rooms for meetingsCoordinate and organize all logistics for global meetings, conferences, roadshows, team events, including travel, catering, AV equipment, presentation materialsManage heavy calendaring using Outlook and Teams, arrange and monitor calendar meetings, take accurate messages and route as appropriateWork with IT Department and Facilities, building and maintenance staffWork with Legal Department and Investor Relations for Board Meetings and Earnings Calls, FIP web pagePrint and bind presentation books and documentsManage mailing and shipping, office supplies, office equipment, electronic devices, business cards and printed logo materialsManage kitchen canteen with facilities and set up daily lunchesInsert digital signatures and data for confidential and sensitive document preparation, using Adobe Pro and coordinating distribution of documentsLiaising with Accounting and processing department invoices (i.e. vendors, legal, conference, transportation)Itemizing and allocating expenses to deal codes, opening and closing deal codesAble to navigate Workday, Fortress Intranet, Fortress Share Point, Fortress ConnectResponsible for setting up new hires, interns, workstationsUse SAP Concur Solutions integrated system for all travel and expense managementArrange extensive domestic and international travel and travel with FTAI private aircraftAssist group and other departments, portfolio companies and Board Members, when traveling with team membersDealing with constant changes to travel, and offer assistance to managers when they are "on the road" and changing flights or detained at the airportArranging all logistics in association with travel, including visas, passport renewals and other travel documents when necessaryLiaise with BCD Travel Agency and following up that all tickets and invoicesResponsible for processing and management of extensive T&E expenses on a timely basis, credit card and cash receipts, within the guidelines and compliance of Fortress Travel and Expense PolicyCall vendors for missing expense receiptsMonitoring American Express statements and corporate American Express credit cardsFamiliar with foreign currency and conversions as related to expensesQualifications: Excellent Microsoft Office skills, Adobe pro, Individual and Shared DrivesExperience with integrated travel and expenses system, preferable SAP Concur SolutionsStrong written and oral communication skills, articulate expression, active listeningPlanning and organizing, multi-tasking, flexibility to change direction and prioritizeProblem assessment and problem solvingAttention to detail as well as assessing the overall pictureAble to work in a fast paced environment, high energy, chaotic at timesSomeone who is aggressive, but knows when to back down, diplomaticWork with different types of people/personalities in professional mannerSomeone who can manage the office functionality and be the administrative lead for coordinating the department and its employeesCustomer service orientation, polite - even under stressful situationsHas integrity, is trustworthy, reliable, common sense, can take and follow directionSomeone who is pro-active and takes the extra effort to follow up and complete a taskNotary Public - company will pay for to become a notaryCompensation:$32.35/hrBeacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com. We look forward to working with you.Beacon Hill. Employing the Future (TM)