Executive Office - Alumni Relations -Administrative Assistant - New York

Assistant Job Description

The Executive Office plays an integral role in setting and advancing Goldman Sachs' corporate strategy, and in preserving the firm's distinctive culture. We are responsible for safeguarding the firm's relationship with alumni, clients, shareholders, policy makers, and the broader public, while ensuring that our own people remain informed about the firm's evolving priorities. We also partner with the businesses to source high-impact opportunities in line with the firm's social and sustainability agendas.

The Office of Alumni Engagement's (OAE) mission is to deliver an enhanced experience for our alumni by focusing on commercial connectivity, engagement and community. The GS Alumni Network consists of 110,000+ former employees (including 1,000+ partner alumni) located in more than 100 countries, many of whom are serving as leaders in business, government, the arts, educational institutions and philanthropic organizations. The OAE is responsible for connecting GS alumni to the people and thought leadership of the firm, as well as to the broader alumni community to facilitate networking and business collaborations.

HOW YOU WILL FULFILL YOUR POTENTIAL

• Provides administrative support in a complex business environment to a team of eight and a senior executive
• Maintains extremely detailed calendars, related logistics and coordinates senior-level meetings with both internal and external stakeholders
• Handles a high volume of communications both via email and phone with senior business leaders in a professional and effective manner
• Responsible for sending out welcome email to the Alumni Network via Pardot
• Manages team mailbox, responds appropriately, and escalates to various team members as necessary
• Maintain accurate ongoing analysis and reporting of Alumni Network statistics utilizing Salesforce
• Verify alumni data points and curate lists using Salesforce reporting tools
• Plans and executes events for senior clients, including sending invitation, tracking attendance, executing processes both internal and external (e.g., utilizing speaker portal, working with compliance and CWS teams, utilizing cvent platform)
• Prioritizes requests requiring interaction with both internal and external stakeholders to coordinate a variety of meetings
• Acts as a gatekeeper to ensure team's and executive's schedules are followed and respected
• Organizes and ships literature to senior executives and clients
• Responds and follows up on client requests
• Coordinates a high volume of domestic and international travel arrangements and processes expense reports
• Prepares and distributes divisional correspondence, memos, letters, reports or other documents as requested
• Maintains understanding of firm policies and handles certain issues independently
• Manages monthly invoices and arranges for payment
• On-boards new hires, processes new employees, transfers, termination, etc.
• Responsible for participation in general administrative duties (copying filing, faxing, archiving), ad-hoc projects, committees and or group events
• Orders supplies and keeps inventory well-stocked

SKILLS AND EXPERIENCE WE ARE LOOKING FOR

• 3+ years of experience supporting senior level executives
• Excellent written and verbal communication skills
• Excellent analytical, time management, interpersonal and organizational skills
• Solutions oriented; resourceful, well organized, highly dependable, efficient and detail oriented, self-starter
• Skilled at coordinating complex meetings with the flexibility to adapt to rapidly changing schedules
• Ability to handle highly sensitive and confidential business and personal information
• Must be able to work under deadlines and adapt to a fast-paced environment
• Must have excellent judgment, independent thinker and resourceful with strong decision-making ability
• Strong proficiency in MS Word, Excel, PowerPoint. Highly proficient in Outlook calendar management
• Experience in Salesforce is not necessary but would be a plus
• Highest degree of integrity, professionalism, diplomacy and discretion required
• Prior experience with client business or financial services is preferred