Administrative Assistant – Reception

Job Description

Job Description

Experience Level: Level 2

Job Responsibilities:

• Will be responsible for supporting the Vancouver and Houston offices, for Fixed Income.

• Arrange all aspects of travel (arrange flights, hotels, rental car and sedan service, currency, etc.), keep travel profiles current, retrieve appropriate approvals

• Assist in coordination of expense reimbursement, with the FID Expense team

• Coordinate with Office Manager regarding new hire onboarding, special projects, office maintenance, etc.

• Calendar maintenance for meetings and/or conference calls for Managers and supporting teams

• Coordinate related conference rooms including any catering, audio/videoconference set up

• Assist in coordination of client outings, including car services, for local & visiting Managers/teams

• Local telephone coverage: answer phones, take accurate messages, back-up other lines as needed

• On-site contact for visitors, clients & vendors;
Provide and maintain card access to FID space.

• Type correspondence, memos and presentations. Prepare presentation books and meeting materials, copy, collate, bind

• Maintain filing system

• Navigate Firm’s resources, interface with various departments to collect information, respond to requests, obtain services

• Retrieve research or other necessary materials from intra/internet

• Send and retrieve digital and inbound faxes

• Distribute mail, arrange messengers and overnight package services

• Provide backup support for colleagues during vacation/sick days, and assist their groups as needed with phone coverage and other office needs

• Miscellaneous support:
Maintain an orderly and fully-functioning work space

Required Skills and Personal Attributes:

• Strong communication, judgment, and problem-solving skills

• Strong attention to detail as well as solid organization/time management skills

• Must be an enthusiastic, positive team player who is willing to help and works well with colleagues

• Able to work in a fast-paced environment and handle multiple tasks concurrently

• Flexible with coverage responsibilities and teams. Other Requirements:

• College Degree Preferred or Relative Corporate Experience preferred (1-2 Years of Experience)

• Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts

• Other helpful applications include Excel, PowerPoint, internet and research tools

• Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements