Senior Administrative Assistant

International investment bank is seeking a Senior Administrative Assistant to support a team within there one of there practive groups. Great benefits, bonus, perks, paid OT and comp. Must have 5 plus years of administrative assistant experience in a corporate environment.

Core Requirements

Maintains a professional work environment at all times and complies with company’s dress code policy. Demonstrates prompt and consistent attendance and participates in and supports firm wide initiatives. Demonstrates team player qualities. Must be a self-starter and problem solver who can identify challenges and offer solutions. Responds to requests for assistance from other business units and groups as required and offers assistance during down times. Attends and participates in administrative meetings.

Job Description

With little or no supervision, performs advanced administrative and confidential assignments in an efficient and timely manner. Exercises considerable discretion and independent judgment and handle outside contacts with finesse and diplomacy. Requires quick learner who will become proficient with programs and processes, company operations and organizational procedures. May require regular use of technical and business vocabulary.

Responsibilities Include

• Travel management: Coordinates all aspects of travel and is proactive in managing travel while supported staff is out of the office.
• Expense management: Compiles expense reports in a timely manner ensuring that all appropriate receipts are attached, and submissions are in line with company policy.
• Event management: Organizes local dinner and smaller marketing events. Research venue options and assists with logistics for offsite events and conferences; arranges catering; may work with Marketing group to coordinate marketing pieces for events.
• Works with supported team, service line Project Assistants to input client opportunities into firm’s client database and successfully converts to engagements.
• Assists with the management of existing engagements within firm’s client database application including revenue accruals, invoice status, deliverable tracking, and deal team assignments.
• Submits conflict checks.
• Manages calendars for multiple officers.
• Sets up and maintains various paper and electronic files, logs, directories, and manuals. Makes copies of correspondence or other printed materials, as requested.
• Assists with ad-hoc projects, as requested.
• Coordinates visitor office space in other HL offices for supported staff, as needed.
• Backs up other FVA Administrators as required
• Assists with greeting clients, if requested.

Qualifications

• 5-10 years of previous administration experience in a professional services or financial services/banking industry.
• Must have experience in supporting a team of officers.
• Takes initiative in assisting supported staff.
• Can effectively work autonomously and continuously focuses on process improvement.
• Excellent administrative and word processing skills.
• Must have excellent analytical skills.
• Applied intermediate knowledge of Salesforce, MS Teams, Outlook, Excel and Word (Windows).
• Client database experience.
• Multi-tasks, prioritizes and manages the completion of projects in an efficient and timely manner.
• Must be able to exercise good business judgment when responding to the needs of clients, both internally and externally.
• Exhibits strong interpersonal skills, ability to work with all levels of staff members.
• Resourceful and possesses outstanding organizational skills.
• Excellent written and verbal communication skills.
• Must be detailed-oriented.
• Must have a team mentality and be a team player.