Administrative Assistant I

2 months ago

Wayne, United States Hudson Data Full time
Job Title: Administrative Assistant I
Location: Chesterbrook PA (Web Cam Interview)

Duration: Long Term (W2)

H1 Transfer/ GC/ Citizen

Job Description:
Responsibilities:

  • Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
  • Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, 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:
    • ivalua - Supplies and IT Procurement.
    • My IT / SailPoint - Request management tool for IT application security activities.
    • Concur - Travel scheduling and expense reporting.
    • Tom Net and Clock Net - Staff attendance and work hours tracking.
    • UPS - Express mail labeling and postage.
    • Microsoft Outlook
    • Microsoft Office Suite with a strong focus on Excel and report management.
    • 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.
Required Qualifications for Administrative Assistant Position:
  • 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

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