Coordinator | APPS NY

·         Schedule and organize meetings, conferences and off-sites including all related logistics/materials – pro-actively address conflicts and exercise strong judgment based on priorities, seeking guidance as needed

·         Prepare materials for team meetings, coordinate and communicate agendas

·         Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination

·         Screen incoming calls and greet guests in a professional and courteous manner

·         Establish, develop, maintain, and update electronic filing system for team files

·         Allocate and process expenses for executive(s), including American Express and Out of Pocket expenses using the Concur expense management system by published deadlines

·         Prepare agendas, compose letters, memos and routine correspondence with Apollo and non-Apollo stakeholders.  Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes

·         Plan off-site team events, including related logistics, site identification, invitations, and expense processing

·         Support COO with the annual Apollo CEO conference for portfolio company CEOs and partners, including attendee and invitation creation and tracking, overall project management and execution

·         Process and code invoices; identify and implement process improvements

·         Coordinate directly with individual who manages APPS finance and reporting and providing day-to-day guidance and question resolution for APPS admin team (which includes executives and administrative professionals)

·         Coach and provide guidance for the APPS admin team (currently 5 professionals, anticipated to grow to ~10), including serving as advocate for the group, identifying and communicating executive coverages, coordinating with Apollo’s human capital team to manage and provide input on back-up assistance and support in admin hiring processes, providing professional development coaching to current administrative professionals, and supporting the APPS administrative professional team with question resolution

·         Lead regular (e.g., monthly) meetings for the APPS admin team as the Admin Team Representative, designing the meeting agenda to address relevant topics and build culture amongst the APPS admin team

·         Coordinate closely and team with other assistants to provide back-up assistance

·         Handle coordination and logistics for recruiting and onboarding of new employees for the team, including proactively following up on tech and other onboarding requirements

·         Use US Mail, FedEx, and other services to send and track priority mail

·         Serving as the ‘go to’ person on the team for questions from APPS team members that involve broader corporate Apollo processes and helping to route requests or questions to the appropriate party

·         Work with office services to manage office space for the New York-based team (note: securing remote employees’ shared office space when they are traveling to the New York office is the responsibility of the respective executives’ administrative professional)

·         Perform other related general administrative tasks as assigned and required

·         Be available to check and respond to occasional after-hours correspondence

·         Bachelor’s Degree or seven or more years of administrative assistance experience or training, or equivalent combination of education and experience

·         Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines

·         Excellent judgment and a very high level of confidentiality

·         Strong initiative and ownership of responsibilities – Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action

·         Strong attention to detail, responsiveness, and follow-through on open items

·         Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy

·         Superb written and verbal communication skills.  Strong attention to detail when composing and proofing materials required

·         Experience supporting a group of executives in a corporate environment highly preferred

·         Team-oriented and collaborative attitude is a must

·         Extensive knowledge of Microsoft Outlook and proficient in Excel, Word, PowerPoint, and Slack

·         Working knowledge of office administrative procedures and operating standard office equipment