Title: Administrative Assistant
Location: Jersey City, NJ
Schedule: Hybrid ( 3 days onsite 2 Days Remote)
Duration: 12 months contract (With Higher Possibility of Extension)
Shift Details: Monday to Friday( Basic Day Shift)
Pay rate: $24/hr on W2
Position Summary: - Performs diverse, advanced, and confidential administrative support functions for the Business Management and Controls Leaders as well as the Pennington team.
- Usually relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage a number of different and often conflicting objectives, projects, or activities at one time.
- Communicates with executives and line management to gather or convey relevant information. May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy, and judgment.
- Advanced administrative and analytical skills. Thorough knowledge of a variety of software programs while consistently striving to develop and advance skills.
Responsibilities - Maintains detailed calendars and prioritizes meeting requests and related logistics
- Schedules complex meetings requiring coordination of multiple calendars
- Coordinates travel arrangements and processes expense reports in a timely manner according to policy
- Working with general bank systems (e.g., Concur and Corporate Travel), expense policies and MS Office Products (including Outlook, Word, Excel, PowerPoint), WebEx, and GEP Smart
- Serves as floor support, including building access management
- Onsite POC for traveling BMC team members ensuring access and accommodations
- Site-specific events- catering orders/coordination/post event clean up
- Supplies ordering and maintenance
- Printer maintenance- ordering paper/ink and making sure it is functioning properly/tidy
- Adhoc maintenance requests
- Help with signage/maintaining the floor for BMC
- Collecting/coordinating equipment returns for exiting resources
Required Skills - Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint, Visio)
- 2+ years of administrative assistance experience
Required: - Ability to think proactively and balance multiple needs and requests
- Polished professional with strong written and verbal communication skills
- Highly organized with strong attention to detail
- Excellent time management; able to effectively prioritize
- Self-starter, proactive with ability to juggle multiple responsibilities and reprioritize tasks based on new information or shifting deadlines
- Ability to work effectively under pressure, adapting to unexpected events, responding well to change
- Ability to learn quickly and take on new responsibilities
- Must have excellent judgment, independent thinker and resourceful
- Ability to handle highly sensitive, confidential, and non-routine information
- Strong interpersonal skills: comfortable working with people at all organizational levels and able to adapt to diverse perspectives and styles
- Accuracy/quality control - must demonstrate accuracy and thoroughness and monitor own work to ensure quality
- May assist other senior members of the leadership team when needed
- Experience supporting more than one line of business executive with demonstrated ability to manage multiple & competing priorities
Desired Skills: - Must be well versed in Concur or other Travel & Expense software
- Experience engaging with executive stakeholders, across multiple locations and geographies
- Strong partnering skills
- Familiarity with Client processes, structure, and enterprise tools