Administrative Assistant I

Job Description:

• 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:
ivalua – Supplies and IT Procurement.
My IT / SailPoint – Request management tool for IT application security activities.
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 with a strong focus on Excel and report management.
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.