Administrative Assistant I

Job Description:

• 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.

• n 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

• dministrative 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.