Administrative Assistant

1 month ago

Richmond, United States Apex Systems Full time

Administrative Assistant

Large Banking Client

Hybrid 3x/week onsite in Richmond VA

12+ month contract

On a W2 basis ONLY (no corp to corp or 1099)


Must Haves:

  • Administrative background
  • Experience with booking corporate flights/ hotels/ scheduling transportation / scheduling catering etc.
  • Strong communicator
  • Worked with onboarding/offboarding items


Position Summary

The ideal candidate for this role must have experience working in a fast paced work environment with the ability to multitask and perform with a great level of efficiency. Performs diverse, advanced and confidential administration support functions. May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy and judgment.

This candidate will be responsible for:

• Proactively manage the calendar of multiple senior executives, anticipate necessary background material, and effectively resolve conflicts that arise in a professional manner.

• Answer executive phone line, which entails taking accurate messages, knowing executives whereabouts and handling calls with appropriate judgment

• Provide building access/badges and technical equipment for new hires

• Use the online travel system to schedule travel arrangements (both domestic and international)

• Handle sensitive and/or confidential documents and information

• Communicate with executives and line management to gather or convey relevant information related to meetings and schedules


Primary Skill

Microsoft Office

Secondary Skill


Tertiary Skill


Required Skills

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

• Communicates with executives and line management to gather and convey relevant information

• Answers manager's phone line, documenting accurate messages, and handling calls with appropriate judgment

• Proactively manages the calendar of multiple executives, effectively resolving conflicts that arise in a professional manner

• Arranges and handles details related to travel arrangements, expense reports, meetings, and appointments

• Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills

• Prepares correspondence, reports, and forms for leaders, following interaction with internal and/or external customers to answer questions, research, and resolve problems

• Min 8+ Years’ Experience. Previous Administrative experience required, preferably in financial services

• Strong knowledge of utilizing Concur, Ariba, Outlook, Word, Power point and Excel.

• Experience working with a large team and prior trading floor admin experience is a plus.

• Ability to perform in a fast paced environment and interact with senior management under highly demanding conditions

• Polished and professional in phone and email communications

• Strong attention to detail, ability to work effectively and under pressure and time constraints.

• Exceptional problem solving skills and tenacious work ethic

• Excellent time management, organization and multi-tasking skills

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