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Administrative Specialist, Mrts Business Operations

4 months ago

Rockville, United States Finra Full time

The Administrative Specialist performs a wide range of functional and administrative support to the department. This is professional-level work where the incumbent works under direct supervision and guidance.

Essential Job Functions:

- Drafts and edits routine correspondence, reports, and forms, such as external referrals, and handles incoming and outgoing correspondence.
- Assists with gathering documents in response to internal audit requests and SEC oversight and inspection requests.
- Creates, runs, or maintains various status or statistical reports or summaries relating to the functional areas. Performs mid-level analysis of data as requested.
- Updates information in case tracking and other internal systems as necessary.
- Schedules, prioritizes, and organizes meetings and events (logistics and on-site assistance) and prepares agendas. Prepares presentation materials, meeting minutes, status updates, and action items when appropriate.
- Manages and serves as point of contact for scheduling conference room reservations and requesting and setting up equipment for large meetings and events. Manages and serves as the point of contact on service requests including office equipment, office supplies, and Property Management requests.
- Makes travel arrangements and prepares itineraries and travel expense reports for MRTS staff.
- Responsible for preparation of files for transmittal to off-site storage in accordance with department policies. Reviews on an annual basis records eligible for destruction in accordance with enterprise and department policies and makes recommendations to the Information Manager upon completion of review.
- Collaborates with management to identify improvements to administrative processes and best practices to ensure continued efficiency and effectiveness.
- Manages communications with other administrative assistants to plan and coordinate meetings, speaking engagements and other events.
- Assists with and sometimes leads special projects both in collaboration with others and independently.
- Performs other specialized administrative duties as required, including the handling and production of non-oversight access requests and follow up to referral requests from the SEC or other federal or state government or law enforcement agencies, in accordance with departmental and Office of Liaison and Counsel (OLC) policies and procedures.

Education & Experience Requirements:

- High school diploma and a minimum of five (5) years of related administrative or operational experience.
- Strong verbal and written communication skills and interpersonal and organizational skills.
- Ability to accurately facilitate the timely execution of assignments.
- Ability to work with sensitive and confidential information.
- Ability to multi-task and work independently.

Working Conditions:

- Hybrid work environment.
- Work environment includes high productivity expectations and tight deadlines.

California: Minimum Salary $68,400, Maximum Salary $126,600

Washington, DC: Minimum Salary $68,400, Maximum Salary $121,200

Colorado/Hawaii: Minimum Salary $59,500, Maximum Salary $105,500

New York, NY: Minimum Salary $71,400, Maximum Salary $126,600

Washington State: Minimum Salary $59,500, Maximum Salary $121,200

LI-Hybrid
- The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required._

Employees may be eligible for a discretionary bonus in addition to base pay. FINRA provides comprehensive health, dental and vision insurance. Additional insurance includes basic life, accidental death and dismemberment, supplemental life, spouse/domestic partner and dependent life, and spouse/domestic partner and dependent accidental death and dismemberment, short
- and long-term disability, long-term care, business travel accident, disability and legal. FINRA offers immediate participation and vesting in a 401(k) plan with company match and eligibility for participation in an additional FINRA-funded retirement contribution, tuition reimbursement and many other benefits.

Time Off and Paid Leave*

FINRA encourages its employees to focus on their health and wellness in many ways, including through a generous time-off program of 15 days of paid time off, 5 personal days and 9 sick days (all pro-rated in the first year). Additionally, we are proud to support our communities by providing two volunteer service days (based on full-time schedule). Other paid leave includes military leave, jury duty leave, bereavement leave, voting and election official leave for federal, state or local primary and general elections, care of a family member leave (available after 90 days of employment); and childbirth and parental leave (available after 90 days of employment). Full-time employees receive nine paid holidays.
- Based on full-time schedule

Important Information

As standard practice, e