Administrative Assistant, PPM, Executive Management

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Job Purpose

The Administrative Assistant provides critical administrative support to certain members of the Executive Team and their respective business areas.  Routinely coordinates travel arrangements, prepares reports reporting, manages meeting planning, maintains calendars, prepares reports and binds presentations, creates and maintains files, handles incoming mail, telephone calls, orders office supplies, processes invoices and other routine requests. The Administrative Assistant also provides back-up to other Administrative Assistants, as needed.

This full-time, in-person role, is part of a broader collaborative Administration team that provides seamless support to our Executive Team.

Essential Responsibilities

• Manage and maintain calendars, plan and schedule meetings, coordinate conference calls, arrange necessary meeting resources including catering, meeting set-up and clean-up, as needed

• Coordinate, plan and execute special and recurring projects, including the review and analysis of requests and inquiries, and perform follow-up to ensure completion.

• Coordinate travel arrangements and, where necessary, off-site work accommodations (e.g., workspace, equipment, computer access). 

• Prepare and process expense reports.

• Provide administrative support including the creation and maintenance of informational reports, charts, spreadsheets, documents, and presentations.

• Schedule, plan, and organize company events such as town halls, parties, and special activities.

• Take initiative to prepare and/or coordinate company-wide announcements and /or informational emails.

• Provide technical support regarding basic computer system and software needs.

• Process departmental invoices ensuring accuracy and appropriateness.

• Perform a wide range of general office duties including copying, scanning, filing, and phone answering, screen, organize, and prioritize phone calls, visitors, and open and disseminate incoming mail.

• Coordinate office moves and new hire workspace.

• Routinely handle confidential information, applying extreme confidentiality and sensitivity in the dissemination of such information.

Other Duties

• Assists teams with guests’ registration, escorting of guests to meeting location, and ensuring the host is aware of arrivals.

• Order office supplies.

• Performs other duties and/or projects as assigned.

Knowledge, Skills and Abilities

• Solid written and verbal communication skills, including the ability to edit and compose correspondence.

• Solid interpersonal skills and ability to communicate effectively with executive management and internal customers at all levels.

• Solid PC skills including Microsoft Office software and other relevant software applications.

• Basic knowledge of financial services industry terminology or demonstrated ability to learn new skills and concepts quickly

• Demonstrated ability to prioritize and/or coordinate multiple activities and follow up on projects with minimum supervision.

• Must be detail-oriented and focused on accuracy.

• Expert knowledge of Microsoft Office products, including proficiency in Teams, Word and PowerPoint, plus working knowledge of Excel.

• Demonstrated self-initiative and ability to work in a team-oriented environment.

• Possesses a high degree of integrity and the ability to recognize the requirements of confidentiality.

• Outstanding organizational, decision-making, and problem-solving skills.

• Entrepreneurial approach to task management. Ability to take control and manage tasks independently to closure.

• Flexibility and adaptability to various changing working conditions based on priorities.

• Flexibility to complete unexpected tasks at the end of the business day, which may require minimal overtime.

Qualifications

• H.S. Diploma or equivalent (G.E.D.) required.

• Associate's Degree or Bachelor's Degree preferred.

• 3+ years of related experience required.

• Financial services experience preferred.

• 5+ years of related experience preferred.

• Prior experience working with senior level management and the ability to recognize the necessity for professionalism, confidentiality, and decorum .

• Proven experience successfully managing complex travel itineraries, ability to modify schedules, if necessary, in a professional and efficient manner .

Base Pay:

$33.65 - $42.80