The Administrative Assistant performs a variety of administrative functions in support of the Department. Serves as back-up peers and works to facilitate the smooth operation of day-to-day department activities.

ESSENTIAL DUTIES AND RESPONISIBILITIES

• Set up, organize, and maintain paper and electronic filing systems for expenses, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner.
• Make domestic and potentially international travel arrangements for assigned business group/sector via online system in accordance with Firm and department policy.
• Process all expense reports via Corporate Accounting electronic expense system in accordance with Firm and department policy.
• Input client information into Customer Relationship Management (CRM) database and manages updates for the group.
• Coordinate client and other meetings, including catering, materials, room reservations and scheduling.
• Handle highly confidential information, deals, etc. with utmost discretion.
• Organize and coordinate client entertainment functions/events as needed.
• Assist with client conferences in preparing collateral material, scheduling appointments, etc. May also attend conferences/events to assist with registration/logistics.
• Assist in maintaining adequate level of office supplies by notifying the individual responsible for ordering when supplies are low or other supplies are needed.
• Greet visitors and callers and directs them to appropriate individual/group, handles/responds to inquiries, takes messages, and transfers/directs to appropriate party for assistance, researches questions, resolves problems.
• Compose, type, and distribute mail as needed.
• May receive and distribute mail as needed.
• Operate and assist in maintaining office equipment such as fax machines and copiers and may troubleshoot issues when appropriate.
• Create and maintain spreadsheets for tracking purposes involving client information, conferences, etc.

QUALIFICATIONS

• Knowledge of administrative and clerical procedures and systems, managing files and records and other standard office procedures and terminology.
• Excellent communication and problem-solving skills.
• Strong organizational and time management skills.
• High level of attention to detail and accuracy.
• High level of professionalism and confidentiality.

EDUCATION AND EXPERIENCE

• Minimum required: High School diploma or equivalent.
• Minimum required: 2-3 years of administrative experience.

LICENSES AND CREDENTIALS

• Minimum required: None.

SYSTEMS AND TECHNOLOGY

• Proficient in Microsoft Excel, Work, PowerPoint, and Outlook.