Office Administrator/Executive Assistant

Responsibilities

• Manage daily office operations and support the smooth functioning and integration of the department
• Work with other internal departments, vendors, Fortress entities, clients, investors, bankers and extensively with portfolio companies - onsite, domestic and international
• Greet visitors and process security passes, arranging conference rooms for meetings
• Coordinate and organize all logistics for global meetings, conferences, roadshows, team events, including travel, catering, AV equipment, presentation materials
• Manage heavy calendaring using Outlook and Teams, arrange and monitor calendar meetings, take accurate messages and route as appropriate
• Work with IT Department and Facilities, building and maintenance staff
• Work with Legal Department and Investor Relations for Board Meetings and Earnings Calls, FIP web page
• Print and bind presentation books and documents
• Manage mailing and shipping, office supplies, office equipment, electronic devices, business cards and printed logo materials
• Manage kitchen canteen with facilities and set up daily lunches
• Insert digital signatures and data for confidential and sensitive document preparation, using Adobe Pro and coordinating distribution of documents
• Liaising with Accounting and processing department invoices (i.e. vendors, legal, conference, transportation)
• Itemizing and allocating expenses to deal codes, opening and closing deal codes
• Able to navigate Workday, Fortress Intranet, Fortress Share Point, Fortress Connect
• Responsible for setting up new hires, interns, workstations
• Use SAP Concur Solutions integrated system for all travel and expense management
• Arrange extensive domestic and international travel and travel with FTAI private aircraft
• Assist group and other departments, portfolio companies and Board Members, when traveling with team members
• Dealing with constant changes to travel, and offer assistance to managers when they are "on the road" and changing flights or detained at the airport
• Arranging all logistics in association with travel, including visas, passport renewals and other travel documents when necessary
• Liaise with BCD Travel Agency and following up that all tickets and invoices
• Responsible 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 Policy
• Call vendors for missing expense receipts
• Monitoring American Express statements and corporate American Express credit cards
• Familiar with foreign currency and conversions as related to expenses

Qualifications :

• Excellent Microsoft Office skills, Adobe pro, Individual and Shared Drives
• Experience with integrated travel and expenses system, preferable SAP Concur Solutions
• Strong written and oral communication skills, articulate expression, active listening
• Planning and organizing, multi-tasking, flexibility to change direction and prioritize
• Problem assessment and problem solving
• Attention to detail as well as assessing the overall picture
• Able to work in a fast paced environment, high energy, chaotic at times
• Someone who is aggressive, but knows when to back down, diplomatic
• Work with different types of people / personalities in professional manner
• Someone who can manage the office functionality and be the administrative lead for coordinating the department and its employees
• Customer service orientation, polite - even under stressful situations
• Has integrity, is trustworthy, reliable, common sense, can take and follow direction
• Someone who is pro-active and takes the extra effort to follow up and complete a task
• Notary Public - company will pay for to become a notary
Compensation :
• $32.35 / hr
• $32.35 / hr

ANY-Temp