Administrative Assistant

Job Summary & Responsibilities: 

• Provide administrative support to various advisors & account managers in a complex team environment and provide backup executive support as needed. fi 
• Maintain and coordinate complex and extremely details calendars including internal & external meetings and conference calls, prioritizing meeting requests and related logistics. 
• Coordinates logistics for client calls & advisor meetings that include detailed scheduling, teleconference rooms and calendar conflicts on an ongoing basis. 
• Coordinates a high volume of travel arrangements and processes expense reports in a timely manner.
• Handle highly confidential and sensitive client information with the utmost discretion. 
• Prepares and distributes department correspondence, memos, letters, reports or other documents as requested. 
• Interacts with high level business leaders in a professional and effective manner. 
• Organizes and ships materials to clients. Responds and follows up on client requests.
• Supports the onboarding and integration of new hires on team as well as new client accounts, including performing the relevant data entry processes 
• Maintains understanding of firm policies and handles certain issues independently.
• Works with conference and catering services for meetings and client engagements as needed. 
• Responsible for participation in ad-hoc and general administrative duties including but not limited to copying, scanning, filing, faxing, archiving, inventory ordering, invoice submissions, shipping, mail and check related processing. 

Skills & Qualifications: 

• Experience supporting high level executives and/or financial advisors in complex environment, preferably in financial services, private sector or government.  
• Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication. 
• Extreme attention to detail and organizational skills, with ability to prioritize tasks. 
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary. 
• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment. 
• Highest degree of integrity, professionalism, and diplomacy is required. 
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required. 
• Familiar with expense platforms such as SAP Concur
• Supportive team player with a positive attitude. 
• Ideal candidate has at least 5+ years of experience.