Executive Administrative Coordinator

2 weeks ago

Hillsboro, United States SPECTRAFORCE Full time

Position Title: Global Banking & Markets - Management & Strategy - Executive Administrative Coordinator

Engagement Duration: 6 Months

Work Schedule: Typically, Monday to Friday from 9:00 AM to 5:00 PM. Flexibility in hours is essential.

Role Overview:

We are seeking an Executive Administrative Coordinator to deliver comprehensive administrative assistance to over 25 Banking professionals ranging from Analyst to Junior Vice President levels.

This position is part of a collaborative team of coordinators supporting various bankers within a specific industry group. The selected candidate will receive thorough training and ongoing guidance from their Team Supervisor throughout the engagement. This role is ideal for individuals with a background in Customer Service or Administration, particularly those accustomed to managing a high-volume workload. The position demands a proactive, independent, and detail-oriented individual who thrives in a fast-paced environment. Experience in a remotely managed setting is advantageous.

Strategic Objectives of the Division:

  • To establish ourselves as the leading investment bank – a trusted advisor, financier, and risk manager for our clients on their most significant transactions.
  • To cultivate long-term relationships with clients, delivering exceptional execution over time.
  • To generate superior returns for our stakeholders.
  • To be the employer of choice at all career levels by fostering a dynamic, meritocratic, diverse, and rewarding workplace.

Key Responsibilities:

  • Organizing and scheduling meetings and conference calls across various time zones.
  • Managing a high volume of phone calls and emails, ensuring timely and accurate communication.
  • Overseeing calendar management for bankers at the Associate level and above.
  • Coordinating room bookings for both internal and external meetings and video conferences across multiple locations.
  • Arranging travel logistics for the team, including visa applications, international flights, and accommodation bookings.
  • Facilitating car bookings.
  • Processing expenses and managing timely expense reports.
  • Handling invoice processing.
  • Taking on ad hoc tasks while maintaining workflow efficiency.
  • Assisting teams with day-to-day issues, needs, and inquiries.
  • Providing phone and holiday coverage for colleagues.

Required Skills:

  • Proficient in Microsoft Word, Excel, and Outlook.
  • Able to prioritize and manage competing time-sensitive tasks effectively.
  • Demonstrates reliability and meticulous attention to detail, with the ability to juggle multiple responsibilities.
  • Exhibits a consistent, professional level of communication in person, on the phone, via video calls, and through email.
  • Comfortable collaborating with individuals at all organizational levels, both internally and externally.
  • A team player who performs well under pressure in a dynamic environment.
  • Flexible and adaptable, able to support multiple teams as needed.
  • Resourceful and capable of using initiative to resolve issues.
  • Proactive in managing calendars.
  • Discreet in handling confidential business matters.
  • Friendly, courteous, and approachable with a positive attitude.
  • Zero to one year of relevant experience.

Educational Background:

  • Bachelor's Degree preferred.
  • High School Diploma required.

About SPECTRAFORCE: Founded in 2004, SPECTRAFORCE is among the largest and fastest-growing diversity-owned staffing firms in the United States. Our growth is attributed to our global client service delivery model, powered by our advanced A.I. talent acquisition platform, robust ISO-certified processes, and dedicated client-engaged teams. We provide talent and project-based solutions, including contingent, permanent, and statement of work services to over 140 clients across various sectors.

Benefits: SPECTRAFORCE offers ACA-compliant health benefits, dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits include commuter benefits, a 401K plan with matching, and a referral bonus program. We also provide unpaid leave and paid sick leave as required by law.

Equal Opportunity Commitment: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability, veteran status, or any other category protected by applicable laws. We are dedicated to maintaining a workplace that ensures fair compensation and wage transparency in compliance with all relevant laws.

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