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Administrative Coordinator

2 months ago

Wayne, Pennsylvania, United States Axelon Full time
Job Title: Administrative Assistant

Location: Chesterbrook, PA (Onsite)

Shift: 8AM-5PM


Job Description:

This is an exciting opportunity to join our team as an Administrative Assistant, supporting the Head of Platform Services Team, Administration & Office Management manager and priority clients and Global Markets & Banking Americas Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff.


Responsibilities:
  • Develop and maintain project plans, ensuring timely and accurate completion of deliverables.
  • Provide direct support to the Head of Platform Services on various projects, demonstrating diligent oversight on all deliverables.
  • Coordinate domestic and international travel arrangements.
  • Process heavy expense claims.
  • Coordinate Webex meetings and perform operator assist functionality.
  • Plan and coordinate logistics for internal/external events, such as client roadshows, teambuilding events, staff events, and workshops.
  • Manage visitor logistics.
  • Manage incoming and outgoing phone calls.
  • Maintain current email distribution lists in Outlook.
  • Modify and distribute departmental reports.
  • Take meeting minutes for high-level financial meetings.
  • Process heavy invoices and coordinate external client onboarding.
  • Complete projects or tasks as requested by management, demonstrating a strategic, flexible, and forward-thinking approach.
  • Prepare reports using Excel.
  • Partner and coordinate with other assistants in multiple locations to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff.


Technical Skills:
  • 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.


Qualifications:
  • Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services.
  • 3-5 years of proven experience as an Administrative Assistant, with a strong ability to support various levels in the organization, within a financial institution.
  • Strong organizational skills, pro-active approach, forward-thinking, and solutions-oriented.
  • Experience in developing procedures and controls, including new policy development and deployment (e.g., T&E, Gifts and Entertainment).
  • Excellent communications skills required - both written and verbal.
  • Strong administrative support experience supporting senior stakeholders and general internal staff on all administrative requests.
  • Strong knowledge of PowerPoint presentation development and editing for client meetings.