Senior Administrative Assistant, Travel & Expense

Company:

Guy Carpenter

Description:

We are seeking a Senior Administrative Assistant, Travel & Expense for our New York, NY office location.

What can you expect?

The Senior Administrative Assistant is a member of a regional pool of assistants who predominately provide travel and expense support for colleagues in a fast-paced sales environment.  The Senior Administrative Assistant is assigned specific travelers to support on a primary basis, as well as others to which they are assigned in a backup capacity.  The number of travelers assigned will generally range from 20-50, with that being a mix of occasional, light-medium and heavy travelers. This position thinks independently, acts proactively, and applies professional judgment for problem solving in a support capacity, always mindful of the regional processes and scope of the role.  The Senior Administrative Assistant maintains calendars for specified senior colleagues, interacts occasionally with clients when needed and may assist with certain office responsibilities as assigned by manager. This role operates with limited daily oversight, elevating complex requests to their manager for direction. ​

What is in it for you?

• A company with a strong Brand and strong results to match

• Culture of internal mobility, collaboration and valued partnership with HR from the business

• Competitive pay, full benefits package – starting day one (medical, dental, vision, STD/LTD, life insurance, generous 401k match AND automatic contribution

• Generous paid time off for vacation, sick, company holidays and time to give back to your community

• Employee Resource Groups, which provide access to leaders, relevant volunteer and mentoring opportunities and interactions with counterparts in industry groups and client organizations

We will count on you to:

Ensure Travel Needs Are Arranged Accurately and Timely

• Arrange travel accommodations and prepare travel itineraries

• Coordinate travel with clients and others for group travel events

• Compile travel-related documents as needed

• Arrange and facilitate meetings, teleconferences, and prepare agendas

• Provide timely, professional and accurate status and updates to those supported, engendering confidence and comfort in each assigned traveler that their needs are being actively addressed

• Be reasonably available to travelers across U.S. time zones, with willingness to work occasional overtime when unexpected issues arise for travelers in motion.

Prepare and Submit Expense Reports in Accordance with Policy

• Upon request by a supported colleague, prepare expense reports in accordance with corporate T&E policies.

• Assist in securing missing receipts when necessary

• Submit expense reports through the expense system in accordance with the timing of payments and mindful of potential late charges

• Coordinate vendor payments with appropriate colleagues

Communicate

• Manage calendars for senior executives as identified by manager

• Compose and keep record of standard correspondence for review, and follow up on pending matters with those supported and others

• May field telephone calls/voicemail activity occasionally, and communicate messages when needed

• Communicate and/or coordinate broker’s travel plans with various individuals  

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Office Support (depending upon physical location)

• General administrative duties including ordering office supplies and coordinating with third party vendor, as applicable

• Organize office moves and coordinate with facilities

• Welcome and make arrangements for office visitors

• Liaise with building management, facilities and onsite service vendors, as appropriate

• Liaise with HR in regard to new hire on-boarding/off-boarding

• Arrange and facilitate events specific to office location/business segment

Reporting and Other Duties

• Prepare reports and summaries when requested by manager

• Edit and create documents using PowerPoint, Excel and Word while ensuring all documents produced adhere to MMC’s style guidelines

• Track expenses within office and/or regional reporting mechanism.

• Other administrative activities as assigned by manager

• Work with Broking Support Service