Administrative Assistant

Responsibilities

• Provide strong administrative support to senior stakeholders and general internal staff on administrative requests.
• Demonstrate strong organizational skills, a proactive approach, forward-thinking, and a solutions-oriented mindset.
• Develop procedures and controls, including new policy development and deployment (e.g., T&E, Gifts and Entertainment).
• Develop and maintain project plans, ensuring all deliverables are completed timely and accurately.
• Provide direct support to the Head of Platform Services on various projects, demonstrating diligent oversight of all deliverables
• Coordinate domestic and international travel.
• Process heavy expense claims.
• Coordinate Webex (video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate logistics for internal and external events, including client roadshows, team-building events, on-site and off-site staff events, internal workshop learning programs, external client meetings, and ad-hoc event requirements.
• Manage visitor logistics.
• Manage incoming and outgoing phone calls.
• Maintain current email distribution lists in Outlook.
• Modify and distribute departmental reports.
• Prepare meeting minutes for high-level financial meetings.
• Process heavy invoices and coordinate external client onboarding.
• Complete projects or tasks as requested by management, demonstrating a strategic, flexible, and forward-thinking approach.
• Prepare reports using Excel.
• Develop and edit PowerPoint presentations for client meetings
• Partner and coordinate with other assistants across multiple locations to ensure seamless support coverage for Global Markets & Banking staff, including providing coverage to executives who are not their normal priority while other assistants are off-desk.
• Application Systems: ivalua (Supplies and IT Procurement), My IT / SailPoint (IT application security requests), Concur (Travel scheduling and expense reporting), Tom Net and Clock Net (Staff attendance and work hours tracking), UPS (Express mail labeling and postage), Microsoft Outlook, Microsoft Office Suite (especially Excel and report management), and Tableau.

Requirements:

• Education and Experience: Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services.
• Professional Experience: 3–5 years of proven experience as an Administrative Assistant, with a strong ability to support various organizational levels within a financial institution.
• Office and Administrative Management: In-depth understanding of office and administrative management procedures, departmental policies, and legal policies.
• Project Management: Solid project management skills, including the ability to develop project plans and manage timelines to meet platform deliverables.
• Technical Skills: Competent in Word and PowerPoint, and extremely competent in Microsoft Outlook and Excel.
• Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client onboarding, detailed meeting minutes, and assisting the Head of Platform Services Team with projects and tasks.
• Communication and Interpersonal Skills: Exceptional verbal and written communication skills, active listening, proactive communication, anticipating managers’ needs, escalating issues as necessary, tact, confidentiality, and teamwork.
• Organizational Skills: Ability to multitask and prioritize work based on potential impact. Must be detail-oriented, flexible, and comfortable with the administrative challenges of supporting executive-level employees.
• Initiative and Resourcefulness: Ability to complete tasks quickly and efficiently with a high degree of professionalism.