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Office Administration Coordinator
2 months ago
Client: Financial Services
Position: Administrative Assistant
Hours: Mon-Fri 8am-5pm EST
ROLE OVERVIEW
As an Administrative Assistant, you will play a vital role in supporting Associates and Analysts within a dynamic financial services environment. This position demands exceptional organizational skills, professionalism, and the ability to adapt to a fast-paced workplace.
Your contributions will be essential in maintaining the efficiency of the team, ensuring that all tasks are executed with precision and attention to detail. You will engage with various internal stakeholders, requiring strong communication skills and a collaborative spirit.
KEY RESPONSIBILITIES
- Manage a high volume of travel and expense claims, ensuring compliance with established policies.
- Assist team members with scheduling and calendar management as needed.
- Screen and prioritize incoming communications, exercising discretion in information sharing.
- Coordinate logistics for both internal and external meetings.
- Arrange travel itineraries for domestic and international trips.
- Oversee the planning and execution of internal and external events, including catering and transportation arrangements.
- Draft and send professional correspondence to individuals at all organizational levels.
- Maintain and update departmental documents, including organizational charts and executive biographies.
- Proactively manage routine tasks and communicate any potential issues in advance.
- Assist in the preparation of presentations and reports, including printing and binding for meetings.
QUALIFICATIONS
- Minimum of 1 year of experience in an Executive Administrative role within the Financial Services or Corporate sector.
- Proven experience in managing calendars for senior executives and teams.
- Familiarity with Concur for Travel & Expense management.
- Proficient in Microsoft Office Suite (Outlook, Teams).
- Experience with Zoom for coordinating meetings.
- Excellent telephone etiquette and ability to handle multiple priorities effectively.
- Demonstrated discretion and sound judgment in handling confidential matters.
- Strong interpersonal, written, and verbal communication skills.
INTERVIEW PROCESS
1st Interview (Video)
2nd Interview (Onsite)
