Administrative Assistant

4 days ago

St Petersburg, United States eTeam Full time

Job Title: Executive Assistant

Job Location: Saint Petersburg, FL-33716

Job Duration: 6 months contract

This is a contract-to-hire opportunity depending on their performance and attendance

They will be required to work onsite office 3 days a week and will work 2 days remotely

Candidates must be flexible to work onsite more than 3 days a week depending on the SVPs' discretion

Duties:

This person will be responsible for providing executive administrative support to 3 Senior Vice Presidents of Technology organization. They are high level executives so the importance of providing top-notch, quality candidates is extremely important

Essential Duties and Responsibilities:

  • Provides the full spectrum of support to two or more SVPs within the Technology organization
  • Maintains confidentiality
  • Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries
  • Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements
  • Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor
  • Assist with hoteling issues that may arise throughout the day within the executive’s organization. This may include but not limited to physically going to a workstation on the floor and troubleshooting the issue, correcting the issue with known fixes, reaching out to End User Support for replacement of equipment, etc
  • Submit expense reports weekly and reconcile Corporate American Express accounts of the executives
  • Sorts, screens, reviews and distributes incoming and outgoing email
  • Build strong professional relationships with colleagues within the IT Admin Team and within the firm

Skills:

Knowledge of:

  • Organizational policies and practices
  • Confidentiality policies
  • Investment concepts, practices and procedures used in the securities industry
  • Principles of banking and finance and securities industry operations
  • Terminology of financial markets and technology products


Skill In:

  • Performing a range of executive support activities for a senior vice president of a major organizational functional area
  • Answering telephones and assisting visitors
  • Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents
  • Scheduling and coordinating meetings, events, interviews and appointments
  • Preparing reports
  • Establishing and maintaining files, databases and other records
  • Performing routine analyses and calculations involved in preparing reports
  • Sorting, screening and distributing email
  • Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, standard office equipment


Education:

  • High School diploma and ten plus years’ experience in providing secretarial and administrative support to executives at a senior vice president/department head level in a major function within a large financial planning, investment management or other financial services environment.

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