Administrative Assistant

Job Description:

TEAM & ROLE OVERVIEW

We are currently seeking a highly motivated administrative assistant. This role involves supporting and managing the schedule of Managing Directors and other leaders in the company and assisting with administrative support. The role requires exceptional prioritisation, proactivity and communication skills, as well as the ability to adapt to a wide range of working styles and responsibilities. Previous experience in supporting senior executives and the ability to work in a busy, fast-paced environment is preferred.

RESPONSIBILITIES

• Provide administrative support in a team environment to senior leaders
• Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required
• Coordinates complex, senior-level internal/ external meetings
• Handles a high volume of phones calls, ensuring that senior leadership calls are always answered during normal office hours
• Maintains complex and detailed calendars, thinking proactively about scheduling needs and prioritizes meeting requests and related logistics
• Coordinates domestic and international travel arrangements and processes expense reports
• On-boards new hires and contingent workers by working with manager to complete all technology and systems access
• Books rooms and locations for meetings and events, ensuring all logistical planning details are addressed
• Ensures team manager alignments are accurately reflected in various systems
• Orders supplies and keeps inventory well-stocked

Person

• 3+ years of experience, preferably in a financial services or corporate environment
• Requires excellent interpersonal and communication skills
• High attention to detail
• Strong proficiency in MS Word and Outlook
• Proficiency in Excel, PowerPoint, Concur and Zoom
• Ability to maintain high standards despite pressing deadlines
• Ability to solve problems quickly and efficiently
• Ability to handle highly sensitive, confidential and non-routine information
• Self-starter with excellent anticipation skills; problem solving; proactive working style; follow up
• Demonstrates dependability and sense of urgency about getting results
• Strong organizational skills
• Comfortable working with people at all organizational levels
• Ability to display a consistent, professional degree of communication
• Must be able to prioritize a variety of time-sensitive tasks
• Must have excellent judgment, independent thinker and resourceful
• Team player with a positive attitude