Administrative Assistant

Position Information

Hiring Manager:

Administration & Office Services Manager

Department:

Administration

Department Overview

The Administration Department is focused on maximizing productivity and efficiency through daily administrative and logistical support. This is achieved by maintaining a detail-oriented and proactive approach to calendaring, projects, and workflow, while remaining a reliable resource for guidance and assistance on departmental processes and procedures.

Position Responsibilities

The Administrative Assistant ("AA") will support pooled activities across the Firm. The ideal candidate is a great teammate with the ability to prioritize and make decisions in a fast-paced environment, demonstrating a sense of urgency and attention to detail across all tasks. The role is responsible for supporting the business largely with expense management, travel logistics and organizing meeting materials. The position has high visibility and high impact and requires a resourceful, mature and discreet individual.

Primary duties and responsibilities include, but are not limited to:

* Supporting junior to mid-level staff as needed

* Responding to ticket requests and answering questions via centralized platform

* Reconciling and processing expenses

* Invoice management and tracking via Workday

* Providing calendar management support as needed

* Coordinating domestic and international travel (including transportation and hotels)

* Providing program management and / or data support as needed

* Printing and distributing firmwide publications and meeting materials (including binding)

* Liaising with Marketing contact on the coordination of business card management

* Creating and distributing e-signatures for new hires and in relation to promotions / transfers

* Providing backup coverage for Executive Assistants / Administrative Assistants and Executive level offices as needed

* Supporting ad-hoc projects as needed

Candidate Requirements

Qualifications &

Experience:

* Bachelor's degree required

* 2 to 4 years of professional experience within a corporate office setting preferred

* Demonstrates problem-solving, organizational and time management skills

* Ability to proactively handle changing demands in fast-paced environment with strong multi-tasking skills

* Appetite and ability to build digital acumen to improve processes

* Strong verbal and written communication skills and professional presentation

* Punctual, thorough, meticulous and highly accurate

* Collaborative / teamwork and a "no task is too small" attitude

* Ability to maintain confidentiality

* Experience using Microsoft Suite (Outlook, Excel, PowerPoint), Concur, CRM, SharePoint and Workday is a plus

* Flexibility and availability outside of business hours may be required

* Enthusiastic about working in office and creating a Gold Standard hybrid work culture

Critical Competencies for Success

Our Gold Standards Model defines key behaviors and competencies across 4 dimensions:
Leadership, Achieving Results, Personal Effectiveness and Thinking Critically. These behaviors and competencies drive our ability to win together.

* Leadership:
Role models in this area consistently focus on the right goals and priorities and continually develop themselves and others. Always team players, they influence and engage with others to contribute to a supportive and inclusive culture where all feel welcome.

* Achieving Results:
Role models in this area are high achievers who develop careful plans and deliver consistently and effectively. They hold themselves and others accountable for delivering high quality results, and they remove barriers to ensure others can contribute and grow.

* Personal Effectiveness:
Role models in this area build strong relationships, treat others with respect and communicate effectively. They are driven to exceed expectations and are adaptable to changing circumstances.

* Thinking Critically:
Role models in this area understand our business, rely on analytical reasoning and seek diverse perspectives to solve problems. They are forward thinking, anticipating issues and addressing them in advance.

The department-specific competencies define the knowledge, skills and abilities that are needed to successfully perform the functional or technical work of this role.

* Administrative Excellence:
Understands administrative processes and systems (e.g., documentation, calendars, budgets, office management) and balances multiple priorities while maintaining accuracy.

* Internal Customer Focus:
Understands internal customers' business and carries out administrative responsibilities to meet business needs and ensure satisfaction.

* Facilities Knowledge:
Utilizes knowledge of facilities maintenance, office automation, and related processes to address issues and optimize performance.

* Office Automation:
Understands office automation and drives related processes, leveraging an agile and creative mindset to drive innovative value creation, continuous process improvement and proactive learning through new…