Administrative Assistant

Administrative Assistant

Location:

Cohoes, NY

Duration: 12 months

Pay Rate: $25/HR (W2 Only)

Job/Role

Description:

• This role provides administrative support to advisors and account managers in a dynamic team environment while also serving as backup team support as needed.
• Maintain and coordinate detailed calendars including internal and external meetings and conference calls, prioritizing meeting requests and related logistics.
• Coordinate logistics for client calls and advisor meetings, including scheduling, teleconference rooms, and resolving calendar conflicts on an ongoing basis.
• Coordinate travel arrangements and process expense reports in a timely manner.
• Handle highly confidential and sensitive client information with the utmost discretion.
• Prepare and distribute department correspondence, memos, letters, reports, or other documents as requested.
• Interact with high-level business leaders in a professional and effective manner.
• Organize and ship materials to clients and respond to and follow up on client requests.
• Support the onboarding and integration of new hires on the team as well as new client accounts, including performing relevant data entry processes.
• Maintain understanding of firm policies and handle certain issues independently.
• Participate in ad-hoc and general administrative duties including copying, scanning, filing, faxing, archiving, inventory ordering, invoice submissions, shipping, mail, and check-related processing.

Required Qualifications

• Experience supporting high-level executives and/or financial advisors in a 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.
• Excellent interpersonal and communication skills, both written and verbal, with the ability to display a consistent, professional degree of communication.
• Extreme attention to detail and strong organizational skills, with the ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Proactive 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.
• Familiarity with expense platforms such as SAP Concur.
• Supportive team player with a positive attitude.
• Ideal candidate has at least 5+ years of experience.