Executive Administrative Assistant, Distribution Team

Voya Financial, Inc   •  

New York, NY

Industry: Accounting, Finance & Insurance


11 - 15 years

Posted 180 days ago

This job is no longer available.

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Voya Investment Management (Voya IM) is a leading active asset management firm. As of March 31, 2018, Voya IM manages approximately $227 billion* for affiliated and external institutions as well as individual investors. Drawing on over 40 years of experience and an ongoing commitment to reliable investing, Voya IM has the resources and expertise to help long-terminvestors achieve strong investment results.

Profile Description:

  • Provide executive-level administrative support and personal assistance to the two Managing Directors (MD) in Distribution; screen incoming mail, email, phone calls and correspondence directly resolving issues, if possible, and knowing when to seek guidance
  • Proactively manage daily calendars and meetings for two MDs in Distribution
  • Coordinate and handle travel arrangements for two MDs and four other members of the team
  • Review and process travel and expense reports and other invoices for approval and payment in an efficient manner
  • Assist the Distribution team by preparing presentation decks and other reporting materials for internal and client meetings
  • Set-up and manage conference calls and meetings, including the preparation and organization of meeting spaces and materials in advance
  • Develop and maintain periodic reports for management and meetings as requested
  • Provide back-up administrative support for other Administrative Assistants within Distribution
  • Ability to anticipate business needs, both on a routine and a per case basis
  • Handle requests quickly and efficiently and discreetly manage highly confidential information
  • Must be able to manage multiple tasks, plan and coordinate and proactively handle situations
  • Work with a high degree of autonomy and responsibility
  • Responsible for understanding and complying with firm policies and procedures while performing the role outlined above

Knowledge & Experience:

  • College degree or equivalent work experience is required
  • Minimum of at least 10 years administrative/executive support experience, preferably in the financial services industry
  • Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information
  • Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally
  • Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment
  • A high degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity required
  • Ability to resolve problems independently and work with a high degree of autonomy and responsibility
  • Strong time management and organizational skills with attention to detail
  • Excellent teamwork and interpersonal skills
  • Strong computer proficiency in Microsoft Word, Excel, PowerPoint and Outlook is required. Experience with Concur and Peoplesoft is a strong plus.