Our client, a major international bank, seeks a detail-oriented Administrative Assistant to support multiple officers and associates in a fast-paced environment. Team player will serve as temporary assistant to the department and collaborate/coordinate with administrative team as requested.
Job title: Administrative Assistant I
Location: Chesterbrook, PA
Duration: 6months
Pay rate: $23/hr - $25.20/hour
Position Description:
Responsibilities: • Strong organizational skills, pro-active approach, forward-thinking and solutions oriented. • Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment). • Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy. • Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables. • Excellent Communications skills required - both written and verbal. • Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests. • Domestic and International Travel • Process of heavy expense claims. • Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality. • Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements. • Managing logistics for visitors • Management of incoming and outgoing phone calls • Maintain current e-mail distribution lists in Outlook • Modification and distribution of departmental reports. • Meeting minutes for high-level financial meetings. • Heavy invoice processing and external client on-boarding coordination. • Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach. • Prepare reports using Excel. • Strong knowledge of PowerPoint presentation development and editing for client meetings.
An Administrative Assistant will make use of several application systems including:
o ivalua - Supplies and IT Procurement.
o My IT / SailPoint - Request management tool for IT application security activities.
o Concur - Travel scheduling and expense reporting.
o Tom Net and Clock Net - Staff attendance and work hours tracking.
o UPS - Express mail labeling and postage.
o Microsoft Outlook
o Microsoft Office Suite with a strong focus on Excel and report management.
o Tableau • Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.
Required Qualifications for Administrative Assistant Position: • Education and Experience: Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution. • Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies. • Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables. • Technical Skills: Competent in Word and PowerPoint. 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 meetings minutes, and assist Head of Platform Services Team on several projects and tasks. • Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality. Be an excellent team player. • Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees. • Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism