Job Description
Position: Administrative Assistant
Location: Chesterbrook, PA
Type: Contract
Rate: $22/hr to $25/hr
Key Responsibilities
- Organizational Skills & Project Management:
- Utilize strong organizational and forward-thinking skills to proactively address challenges.
- Develop and implement procedures and controls, including new policies (e.g., T&E, Gifts, and Entertainment).
- Create and maintain detailed project plans to ensure timely and accurate completion of deliverables.
- Administrative Support:
- Provide direct support to the Head of Platform Services, managing multiple projects with oversight of deliverables.
- Handle domestic and international travel arrangements and process expense claims.
- Perform calendar management, meeting logistics, and phone call management.
- Prepare meeting minutes for high-level financial meetings.
- Maintain and modify departmental reports, ensuring accuracy and consistency.
- Event and Meeting Coordination:
- Plan and coordinate logistics for various events (e.g., client roadshows, team-building events, workshops, external meetings).
- Manage visitor logistics and coordinate Webex meetings (audio/video), including operator assistance.
- Reporting and Presentation Development:
- Prepare detailed reports using Excel and develop/edit PowerPoint presentations for client meetings.
- Process invoices and assist with external client onboarding activities.
- Collaboration:
- Partner with administrative staff across multiple locations to provide seamless support for Global Markets & Banking staff.
- Provide backup support to executives when other assistants are unavailable.
- Systems Utilization:
- Proficiently use the following tools and systems:
- ivalua: Supplies and IT procurement.
- My IT / SailPoint: IT application security request management.
- Concur: Travel scheduling and expense reporting.
- Tom Net and Clock Net: Attendance and work hours tracking.
- UPS: Express mail labeling and postage.
- Microsoft Outlook, Office Suite, and Tableau.
Qualifications
- Education & Experience:
- Bachelors degree or higher.
- 3-5 years of proven experience as an Administrative Assistant, preferably within a financial institution.
- Strong understanding of front-office principles and administrative processes.
- Technical & Administrative Skills:
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and experience with project management tools.
- Expertise in calendar and time management, travel coordination, event planning, expense processing, invoice management, and client onboarding.
- Communication & Interpersonal Skills:
- Exceptional verbal and written communication skills.
- Proactive in anticipating managers' needs and addressing issues tactfully and confidentially.
- Strong team player with the ability to build collaborative relationships.
- Organizational Excellence:
- Detail-oriented, adaptable, and skilled in prioritizing tasks with high potential impact.
- Resourceful and professional in executing tasks efficiently.
Candidate Success Factors
Candidates will be evaluated based on the following performance drivers:
- Results and Impact: Delivering measurable outcomes and driving impact on the Americas platform.
- Leadership and Collaboration: Demonstrating leadership abilities and fostering a collaborative environment.
- Client, Customer, and Stakeholder Focus: Maintaining a strong focus on serving internal and external stakeholders effectively.
- Compliance Culture and Conduct: Upholding and promoting a culture of compliance and ethical conduct.