Administrative Assistant

Voya Financial, Inc. (NYSE: VOYA), helps Americans plan, invest and protect their savings — to get ready to retire better. With a clear mission to make a secure financial future possible — one person, one family, one institution at a time — Voya’s vision is to be America’s Retirement Company™.

Voya Investment Management is seeking an Administrative Assistant for the New York City office to provide an advanced level of administrative support to the Multi-Asset Strategies and Solutions (MASS) team. Candidate must have excellent organizational skills, strong written and verbal communication skills and the ability to multi-task in a fast paced work environment. The ideal candidate for this role is proactive, flexible, motivated and interested in becoming a valuable member of the MASS team.

• Provide administrative support to MASS Senior Team; screen incoming mail, phone calls and correspondence directly resolving issues and knowing when to seek guidance.
• Proactively manage daily calendars and meetings for the members of MASS in either New York or other locations.
• Coordinate domestic and/or international travel arrangements, typically involving multiple changes and destinations based on understanding the traveler’s availability and obligations
• Process travel and entertainment expenses for the MASS team to ensure accurate and timely expense reporting
• Set up and manage conference calls and meetings, including the preparation and organization of meeting spaces and materials in advance.
• Take minutes for team meetings and/or conference calls
• Provide performance data for the MASS team; Prepare PowerPoint presentations/provide ad-hoc research
• Responsible for ordering departmental supplies and maintenance of fax/copiers.
• Respond to emergency calls during non-work hours as deemed necessary and appropriate
• Ability to anticipate business needs, both on a routine and a per case basis
• Handle requests quickly and efficiently and discreetly manage 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
• Track department employees’ PTO use during calendar year.
• Provide back-up administrative support for the department staff
• Responsible for understanding and complying with firm policies and procedures while performing the role outlined above

• Minimum 5 years administrative support experience
• Excellent verbal and written communication skills
• Proficient in MS Word, Excel, PowerPoint and MS Outlook
• Excellent organizational skills with attention to detail
• Effective interpersonal and teamwork skills
• Proactive approach to completing tasks and projects
• Strong time management, problem solving skills and follow up skills
• Ability to work well with all levels of management, staff, outside clients, and vendors
• College degree or continuing education preferred
• Customer Focused: Passionate drive to delight our customers and offer unique solutions that deliver on their expectations.
• Critical Thinking: Thoughtful process of analyzing data and problem solving data to reach a well-reasoned solution.
• Team Mentality: Partnering effectively to drive our culture and execute on our common goals
• Business Acumen: Appreciation and understanding of the financial services industry in order to make sound business decisions.
• Learning Agility: Openness to new ways of thinking and acquiring new skills to retain a competitive advantage.