Job Title: Administrative Assistant Location: Chesterbrook, PA (Onsite) Shift: 8AM-5PM Job Description: This is for an Administrative Assistant who will report to the Head of Platform Services Team, Administration & Office Management manager while supporting priority clients and Global Markets & Banking Americas Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff. Responsibilities:
- Developing and maintaining project plans while ensuring 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.
- Domestic and international travel coordination.
- Processing 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.
- Taking meeting minutes for high-level financial meetings.
- Heavy invoice processing and external client onboarding coordination.
- Completion of any projects or tasks, as requested by management, demonstrating a strategic, flexible, and forward-thinking approach.
- Prepare reports using Excel.
- 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 is not limited to, providing coverage to Executives who are not their normal priority while other assistants are off-desk.
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.
Qualifications:
- Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services.
- 3-5 years of proven experience as an Administrative Assistant, with a strong ability to support various levels in the organization, within a financial institution.
- Strong organizational skills, pro-active approach, forward-thinking, and solutions-oriented.
- Experience in developing procedures and controls, including new policy development and deployment (e.g., T&E, Gifts and Entertainment).
- Excellent communications skills required - both written and verbal.
- Strong administrative support experience supporting senior stakeholders and general internal staff on all administrative requests.
- Strong knowledge of PowerPoint presentation development and editing for client meetings.