Administrative Assistant

2 days ago

Wayne, United States Russell Tobin Full time

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.

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