Administrative Assistant

The Group Shared Services Function, Business Operations Support Department ("BOS” or "Department”) comprises a dedicated team of professionals committed to delivering essential resources, managing processes, and optimizing the use of technology and business tool to advance the Research and Statistics Group's ("Group”) objectives and activities. The Department works to improve operational efficiency, embraces, fosters, and supports simplification initiatives and innovation, and promotes continuous skill development to meet the evolving needs of the Group.

We are looking for an Administrative Support Staff Professional to provide structured, high-quality administrative coordination across multiple departments. Emphasis on organization, scheduling, tracking, and day-to-day project support. Stakeholders include three Department Heads, Advisors, Economists and Research Associates. The ideal candidate for this role should demonstrate exceptional organizational abilities, superb interpersonal skills, multi-tasking skills, and excellent time-management.

The company believes in flexibility to balance the demands of work and life; however, onsite work is an essential function of this position.
RESPONSIBILITIES:

• Coordinate administrative support activities across three departments with varying workloads, priorities, and stakeholders.

• Manage highly complex calendars, meeting logistics, and proactively resolve competing priorities.

• Track project tasks, deadlines, and deliverables using spreadsheets or tracking tools.

• Prepare and organize meeting materials, agendas, and follow-up action items.

• Serve as a central point of contact for administrative requests and information flow.

• Oversee travel coordination and expense tracking for leadership-level activities.

• Coordinate travel logistics and expense submissions and manage the Function's discretionary and nondiscretionary travel as part of project support.

• Support strategic initiatives, special projects, and leadership communications.

• Identify process improvements to increase efficiency at the executive level/

• Monitor workload volume and flag scheduling conflicts or risks to timelines.

• Support onboarding/offboarding tasks and ad hoc administrative project needs.

• Partner with other Research Executive Assistants in supporting group wide administrative and office support needs, such as mail distribution and phone coverage.

• Prepare requests for visitors and access requests for drug screening, fingerprinting and  requests.

• Work on project teams – Conference and Event Management, Visiting Professors, and PhD Recruiting, including, maintaining data, tables and charts for tracking and informational purposes.

• Coordinate meetings/events; may include webcasts, conferences or other special events, luncheons, receptions, and reserve conference rooms.

• General administrative responsibilities.

• Provide back-up support to other administrative staff and perform other ad-hoc duties assignments and projects, as necessary.

Quals-
- • Bachelor's degree or 3-5 years equivalent administrative or office support experience.

• Excellent understanding of the Bank's operating policies and procedures, including but not limited to Time and Labor, travel reimbursement, purchasing, disbursing and document retention.

• Ability to work in a team environment, where workflow is subject to changing priorities.

• Strong organization and multitasking skills.

• Effective interpersonal communication skills.

• Proficiency with scheduling tools and basic reporting; excellent customer service skills.

• Excellent judgment and discretion in handling sensitive data and confidential information.

• Ability to work with minimum supervision and guidance.

• Proficiency in various software, MS 365 Suite (Excel, Word, One Drive, One Note, Outlook, PowerPoint, SharePoint, Teams), Event Management, Web Ex, Zoom, etc.