Administrative Assistant

Job Description: Administrative Assistant

Job Type: Contract – 6 Months

Location: Malvern, PA 19355 (Hybrid)

About the Role

One of our clients is seeking an entry-level Administrative Assistant to provide administrative and scheduling support to management within the Human Resources – Asset and Wealth Management Business Partners team.

The ideal candidate will be organized, detail-oriented, proactive, and capable of managing calendars, coordinating meetings, arranging business travel, and prioritizing tasks in a fast-paced environment. The candidate should be comfortable identifying scheduling conflicts, coordinating logistics, and ensuring management's daily activities run smoothly.

Key Responsibilities

• Calendar Management: Maintain accurate and up-to-date calendars for assigned management, ensuring meetings and appointments are scheduled promptly.
• Meeting Coordination: Schedule meetings, coordinate conference rooms, and manage resources such as video conferencing and other meeting-related arrangements.
• Schedule Optimization: Review schedules at least two weeks in advance to identify potential conflicts and proactively resolve or escalate issues as needed.
• Prioritization and Time Management: Organize daily tasks and adapt to changing priorities while ensuring management commitments are met.
• Travel and Meeting Logistics: Account for travel time between buildings and locations when scheduling meetings to minimize unnecessary travel and scheduling conflicts.
• Schedule Monitoring: Provide timely reminders to management regarding upcoming meetings and transitions between appointments.
• Meeting Updates: Ensure all related resources, including conference rooms and video conferencing arrangements, are updated whenever meetings are rescheduled.
• Skip-Level Meeting Coordination: Proactively schedule skip-level meetings throughout the year and track their completion.
• Travel Support: Coordinate business travel arrangements thoroughly, anticipating management's needs and ensuring all necessary details are addressed.
• Travel Calendar Management: Add travel itineraries, transportation details, and other relevant information to management's calendars at the appropriate times.
• Administrative Support: Assist with general administrative tasks and ensure daily operations are handled accurately and efficiently.

Required Qualifications and Skills

• Entry-level administrative or clerical experience.
• Strong organizational skills and attention to detail.
• Excellent calendar management and meeting scheduling abilities.
• Effective time management and the ability to prioritize multiple tasks.
• Proactive problem-solving skills, including identifying and resolving scheduling conflicts.
• Strong verbal and written communication skills.
• Ability to work independently while knowing when to seek guidance.
• Proficiency in Microsoft Office applications, including Microsoft Word, Microsoft Excel, Microsoft PowerPoint
• Familiarity with Lotus Notes and Microsoft Visio.
• Ability to coordinate travel arrangements and manage meeting logistics.
• Strong follow-up skills and the ability to maintain accurate records.
• Ability to work effectively in a hybrid environment.