Administrative Assistant

Job Title:

Administrative Assistant I

Job Location:

Boston, MA

Position is Hybrid

Candidates must have expense report as well as travel arrangement experience.

• Strong organizational skills, pro‑active approach, forward‑thinking and solutions oriented.
• Experience in developing procedures and controls. New policy development and deployment.
• 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.
• Process of heavy expense claims.
• Coordinate video and/or audio meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, team‑building 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 onboarding 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.
• An 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
• Administrative 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.

• Education and Experience:
  
  Bachelor's degree or higher, with a strong understanding of front‑office principles and processes for providing customer and administrative services. 3‑5 years of proven experience as an administrative assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in‑depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid project management skills required with a keen ability to develop project plans and manage timelines to meet platform deliverables.
• Technical skills:
  Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
• Administrative skills:
  Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client onboarding, detailed meeting minutes, and assist Head of Platform Services team on several projects and tasks.
• Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro‑actively, anticipating the needs of their managers and escalating issues as necessary – utilizing tact and confidentiality. Be an excellent team player.
• Excellent organizational skills:
  Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive‑level employees.
• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism.