Job Title: Administrative Assistant I Location: Chesterbrook PA (Web Cam Interview) Duration: Long Term (W2) H1 Transfer/ GC/ Citizen Job 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:
- 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.
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 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