Senior Executive Administrator - Chief Technology Office Job
Bloomberg - New York, NY

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Bloomberg's CTO Office is looking for a Senior Executive Administrator to assist the Chief Technology Officer, along with other senior managers. The ideal candidate must project a professional company image and high degree of business acumen through strong internal and external communication, e.g., face-to-face, e-mail, telephone, text, e-mail, or postal. This role requires a team player with excellent computer and internet research skills, flexibility, interpersonal skills, and the ability to work well with all levels of internal management and employee staff, as well as customer clients, vendors, and recruitment candidates. The desire to work as part of a larger team and understand organizational structure and protocol is critical. High-level of judgment, own initiation, hands-on problem solving, and applied business knowledge is a must.

Responsibilities include but are not limited to:
Outlook calendar maintenance and coordination of all meetings
  • Correspondence with internal staff, client contacts, vendors, and recruitment candidates
  • Room Reservation
  • Catering
  • Guest Badges
  • Receiving/directing visitors
  • A/V conference lines
  • PC support, i.e. laptop setups for external client/vendors as required
  • Possess familiar business understanding to abstract meeting details, e.g. topic/subject, agenda, attendees, color coding, etc.
  • Process replies on own initiative or from dictation or notes
  • Arrange essential meetings in priority action
  • Screen to control interruptions
  • When organizing meetings for CTO or other senior managers
  • Confirm event attendees that are required and/or optional
  • Prepare agenda in advance, act as note taker, prepare action items
  • Actively track, chase or follow-up to ensure all attendees are needed at meetings
  • Assure and maintain confidentiality and discreet handling of all business, e.g. company product, staff, and client information
  • Perform to earn full confidence
  • Protect priority/private tasks
Data Management
  • Update and manage contacts
  • Research, draft or abstract e-mails or reports
  • Organize and arrange essential mail and/or paperwork
Travel arrangements
  • Arrange travel through internal or outside agencies.
  • Arrange travel cash in advance, e.g. Amex Card
  • Prepare itinerary, trip file and supplies
  • Prepare expense report tools
  • Complete expense reports after trip
Contractual Agreements
  • Obtain authorized signatories for all contractual agreements
  • Coordinate handoff of all contractual agreements to Purchasing/Legal
BEST/SAP (Bloomberg Purchasing System) Support
  • Enter shopping carts upon executed contracts
  • Ensure timely approval of all shopping carts
  • Ensure timely approval of all invoices from vendors. when work is complete, per business
Recruitment Candidates, New Hires, Existing Staff and Contractors
  • Onboarding of new hires and contractors
  • Coordination with Human Resources
  • Desk assignments
  • Hardware coordination with A/V technicians and Purchasing
  • Identification Badges
Existing Staff
  • Routinely re-order department supplies and equipment
  • Confidentiality agreements
Tracking Reports
  • Interview tracking - who has seen which candidates
  • Budget tracking - Capital, consulting, events, equipment, etc.
  • Headcount tracking - transfers and new hires,
  • Monthly headcount tracking spreadsheet
  • Reconcile department kept spreadsheet with HR/system-generated spreadsheet
  • Handle administrative detail for all projects
  • Relieve management of administrative project details
  • Update and chase delegated tasks to ensure progress to deadlines
  • Keep projects on schedule
  • Employees' expense reports,
  • Provide backup as needed on budget and equipment approval chains,
Business Continuity contact for department

Develop and maintain good working relationships with other firm departments (PC Support, Accounting, Contracts, etc.)

Provide additional administrative support to department staff as needed

About this company
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