What are the responsibilities and job description for the Administrative Assistant position at Golub Capital?
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 technology, processes and people.
- Vendor Management: Manages and coordinates with external vendors. Researches and identifies new vendors as needed and monitors performance.
- Project / Program Management: Manages projects and / or programs through planning, identifying resources, monitoring and communicating project activities and assessing impacts of project decisions.
Compensation and Benefits
For New York Only: It is expected that the base salary range for this position will be $70,000 - $85,000. Actual salaries may vary based on factors such as skills, experiences and qualifications for the role. The total compensation package for this position may also include other elements and discretionary awards in addition to a full range of medical, financial and / or other benefits (including 401(k) eligibility and various paid time off benefits such as vacation, sick time and parental leave) dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, the employee will be in an ‘at-will position’ and the Firm reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time including for reasons related to individual performance, Firm or individual department / team performance and market factors.
Golub Capital is an Equal Opportunity Employer.
Due to the highly regulated nature of Golub Capital’s business and because of the sensitivity of the information that all personnel have access to, Golub Capital performs extensive and thorough pre-hire screens to ensure that its personnel act with expected levels of integrity, professionalism and personal responsibility.
Please review Golub Capital’s
US Job Applicant privacy notice
and, for California residents, the California Applicant privacy notice
for information on how your personal data is collected, processed and stored.Salary : $70,000 - $85,000