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Administration Assistant

2 months ago

Wayne, United States KYYBA Full time
Job DescriptionJob Description

Daily tasks related to administration and office management include, but are not limited to: travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire on-boarding, room bookings, presentation assistance, invoicing, Business Continuity Planning, calendar and meeting management for Executive Clients, Priority Clients, organization of policies and procedures, expense reporting, client entertainment reporting, FINRA reporting, Facilities coordination, and Premises management.

 

The current role is for an Administrative Assistant who will report into 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.

 

Physical presence in Client’s office(s) is an essential function of this position. 

Candidate Success Factors:

Candidates to be measured on the following four performance drivers, which will dictate how individual

impact is considered on the Americas platform:

· Results and Impact

· Leadership and Collaboration

· Client, Customer and Stakeholder Focus

· Compliance Culture and Conduct

 

·       Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.

·       Experience in developing procedures and controls. New policy development and deployment (e.g.,TE, 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:

o ivalua – Supplies and IT Procurement.

o My IT / SailPoint – Request management tool for IT application security activities.

o Concur – Travel scheduling and expense reporting.

o Tom Net and Clock Net – Staff attendance and work hours tracking.

o UPS – Express mail labeling and postage.

o Microsoft Outlook

o Microsoft Office Suite with a strong focus on Excel and report management.

o 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.

 

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 office and administrative management 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

 

Company DescriptionAbout Kyyba:
Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.
At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.

Kyyba is an Equal Opportunity Employer

Benefits:
Major Medical Coverage, including dental and vision
401k
Term life
Short-term disability
Long-term disability
Pre-paid legal plan
Identity theft plan
Medical and dependent FSA
HSA
Paid time off
Paid holidays
Opportunity for advancement

SELECT AWARDS
•\tAn INC 5000 company for 10 years
•\tCorp Michigan Economic Bright Spots
•\tCrain’s Detroit Business Top Staffing Service Companies in Detroit
•\tTechServe Alliance Excellence Award- IT and Engineering Staffing & Solutions
•\tBest of MichBusiness winner in HR Wizards & Partnerships
•\tMetro Detroit Elite Category: Recruitment, Selection & Orientation for 101 Best & Brightest
•\t101 Best & Brightest Companies to Work for in Michigan

Monday - Friday: 8:30am to 5pm.Company DescriptionAbout Kyyba:\r
Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.\r
At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development. \r
\r
Kyyba is an Equal Opportunity Employer\r
\r
Benefits:\r
Major Medical Coverage, including dental and vision\r
401k \r
Term life\r
Short-term disability\r
Long-term disability\r
Pre-paid legal plan\r
Identity theft plan\r
Medical and dependent FSA\r
HSA\r
Paid time off\r
Paid holidays\r
Opportunity for advancement\r
\r
SELECT AWARDS\r
•\tAn INC 5000 company for 10 years\r
•\tCorp Michigan Economic Bright Spots \r
•\tCrain’s Detroit Business Top Staffing Service Companies in Detroit\r
•\tTechServe Alliance Excellence Award- IT and Engineering Staffing & Solutions\r
•\tBest of MichBusiness winner in HR Wizards & Partnerships\r
•\tMetro Detroit Elite Category: Recruitment, Selection & Orientation for 101 Best & Brightest\r
•\t101 Best & Brightest Companies to Work for in Michigan\r
\r
\t\r
Monday - Friday: 8:30am to 5pm.

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