Team AssistantMacquarie Group. - New York City, NY
Corporate Operations Group
The Corporate Operations Group (COG) brings together specialist support services including workplace, human resources, market operations and technology. COG's purpose is to drive operational excellence through business-aligned services with a focus on quality, cost and risk. COG comprises the following divisions: Business Improvement and Strategy, Business Services, Human Resources, Market Operations, and Technology.
Find out more about Macquarie careers at www.macquarie.com/careers
BSD in the Americas is responsible Sourcing & Vendor Management, Business Resilience and Corporate Real Estate.
BIS in the Americas works with Macquarie operating groups, support areas, funds and assets to assist with navigating complex business issues.
ALLOCATION AND REPORTING LINES
Role will be allocated across the two teams as follows:
BSD: 3.5 days/week
BIS: 1.5 days/week
Allocation will be flexibly managed based on workload (e.g., special projects)
Role will also provide support to the broader COG regional leadership team, as required
Role reports to the regional head of BSD (primary) and the regional head of BIS
CLIENT CONTACT / RELATIONSHIPS (INTERNAL & EXTERNAL)
Key stakeholders: Business Services Stream Leads, BIS team and COG regional leadership
Regular interactions with: Americas staff, external vendors and global counterparts
Schedule meetings and reserve conference rooms for teams
Manage calendar, prioritizing commitments and resolving conflicts across global time zones
Book and coordinate travel
Process monthly expenses
Set up new starters, transfers, returnees and departures for Macquarie staff and vendor staff
Organize requisition of all team equipment including laptops, Blackberrys, Corporate American Express cards, shared drive access and remote access, etc.
Distribute mail and faxes to staff
Order business cards, stationery and miscellaneous supplies
Perform general administrative duties with minimal supervision
Advise and train staff on systems and procedures, coordinating with internal and external contacts, as required
Maintain paper and electronic filing systems; manage Sharepoint access
Key point of contact for regional head of BSD
Serve as point of contact for COG staff in the region on BSD-related queries
Perform discreet tasks as requested by the Head of BSD, including support of individual projects, operations functions, and backfilling of colleagues as needed
Become a point person for newly implemented process improvements
Process invoices for BSD team members
Process external legal counsel bills
Scanning of leases and coordination with lease abstraction team
Point of contact for team-specific accountabilities (Orientation, Incident Reporting System, etc.)
Provide phone coverage
Handle Facilities requests including HVAC, pantry, washroom, spills, etc.
Maintain current contact lists, organizational charts and activity calendar(s), etc.
Collate and submit monthly Operations Review
Perform discreet tasks as requested by Head of BIS and BIS Directors, including support of individual projects (e.g., secondary research)
Provide editorial support on client documents (e.g., PowerPoint slide development, document editing)
KEY SKILL REQUIREMENTS
Consistently display confidence and ability to own tasks
Able to manage multiple tasks, stakeholders and outcomes; able to focus on delivery within tight timeframes and ensure quality output
Proficient with Microsoft Suite of products (Word, Excel and PowerPoint)
Experience with Concur travel and Expense preferred
Experience with a Procure to Pay process and platforms (i.e., SAP, Ariba, etc.), preferred
An articulate and professional communicator, both in verbal and written communication
Maintain a positive attitude and exhibit proactive, organized behavior on managed tasks
A supportive and collaborative team member, providing top-tier service to the wider team
Motivated, with a high level of energy and commitment
Ability to excel in fast-paced environment with multiple stakeholders
Ability to manage towards deadlines and handle multiple request with competing proprieties
All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, colour, religion, sex, sexual orientation, national origin, age, disability, protected veteran status, genetic information, marital status, gender identity or any other impermissible criterion or circumstance. Macquarie also takes affirmative action in support of its policy to hire and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.
8 days 19 hours ago
Please review all application instructions before applying.
Macquarie AirFinance is a global aviation lessor providing aircraft and capital to the world's airlines plus advisory and asset management services to aircraft owners. We own or manage 141 jet aircraft leased to 72 operators in 44 countries, across six continents. Established in 2006 and headquartered in Ireland, Macquarie AirFinance has representatives active around the world focused on working with our global customer base.
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