Administrative Assistant

5 days ago

Philadelphia, United States PFM Full time

PFM is a recognized national leader in providing financial and consulting advice to public sector, non-profit and other institutional entities. For almost fifty years, PFM has advised many of the country’s largest municipalities, school districts, states, counties and not-for-profit organizations. The firm has more than 350 employees located in every region of the country.

PFM Group Consulting LLC helps state and local governments across the nation tackle some of their toughest fiscal and operational challenges.

The Administrative Assistant (internally titled Associate) is an integral team member who takes ownership of assigned tasks, possesses strong prioritization and excellent organizational skills, and is able to manage multiple, time-sensitive tasks from various team members.

RESPONSIBILITIES
- Project Team Support_
- Administer and oversee client contracts and projects for the consulting team, including monitoring contract renewals and compliance documentation
- Support proposal development by tracking down common RFP answers on the company intranet and reaching out to colleagues for uncommon answers; create and manage an RFP response schedule that includes a responsibility matrix with due dates; savvy to call the procurement office to ask clarifying questions when necessary; pull everything together in the PFM proposal template and liaise with internal legal review
- Load and update business plan into PFM’s software systems for initiating and tracking business activity
- Monitor and load client contracts and other information into PFM’s regulatory compliance software databases
- Schedule, plan, and coordinate meetings, training, webinars, and events, including ordering meals, reserving conference space and audio/video needs, etc.
- Provide support with preparation, proofreading and finalization of documents using Microsoft Word, PowerPoint, and Excel; scan and file hard copy documents and, organizing and maintaining accurate e-files
- Liaise with Accounting on invoicing; set up new client codes and keep information updated; keep track of invoice days past due and coordinate/communicate with project manager and clients to keep billings current; keep an updated database of contract billing provisions, expiration dates and other client fee data
- Complete executives’ expense reports
- Assist other PFM Associates and Analysts as needed
- Office Support_
- Liaise with property management regarding facilities matters, communicating important info to staff; coordinate facility needs for consulting team in Philadelphia, PA office
- Liaise with Helpdesk on IT matters (troubleshooting, setting up new employee devices, workstations, copier/printer); serve as a PowerUser (PFM systems expert) to help with new or existing software tools
- Liaise with HR to onboard and welcome new employees
- Keep office calendar updated and communicate to staff accordingly
- Maintain hard and electronic filing system
- Other administrative duties as needed

QUALIFICATIONS
- Authorized to work in the U.S. for any employer without sponsorship
- At least three (3) years of relevant professional work experience
- Highly proficient in Microsoft Word, PowerPoint; proficient in Excel
- Strong oral and written communication skills
- Ability to prioritize and manage multiple assignments from multiple staff members
- Self-starter with the ability and willingness to “manage up”
- Experience with editing and formatting documents

COMPENSATION | The pay rate for this role is up to $28.84 per hour, commensurate with experience. The Administrative Assistant is eligible to receive robust total rewards including generous flexible paid time off, tuition reimbursement, student loan repayment, relocation assistance, performance-based bonuses, 401k retirement plan with employer match and annual profit-sharing opportunity, medical/dental/vision insurance, health and wellness benefits, and disability and life insurance. PFM not only supports work/life balance but also a challenging, diverse, and collaborative workplace, a formal mentorship program, volunteer opportunities, and much more.
- PFM is not offering visa sponsorship for this position._
- PFM is an equal opportunity employer (EOE, M/F/D/V) and maintains a drug-free workplace._

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