Administrative Assistant (Spanish Required)

Position Title: Administrative Assistant

Location : Miami, FL

Pay rate: $30-31.25/hr.

Job Summary & Responsibilities:

• Provides administrative support to Top Advisors within the Northeast Region of Private Wealth Management Philadelphia in a complex team environment

• Maintains complex and extremely detailed calendars, including senior-level internal/external meetings and conference calls; prioritizes meeting requests and related logistics.

• Handles highly confidential and sensitive client information with the utmost discretion.

• Manages a high volume of phone calls and interacts with high-level business leaders and clients in a professional and effective manner.

• Coordinates logistics for PWM client calls & meetings; responds and follows up on requests in a timely manner.

• Coordinates a high volume of domestic and international travel arrangements, including visa procurement; processes expense reports accordingly and in a timely manner.

• Prepares and distributes correspondence, agendas, letters, reports or other documents as requested.

• Supports the onboarding of new hires with the Business Unit Manager across the region.

• Supports general office administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc), ad-hoc projects, facilities management and/or event planning as requested.

• Organizes and ships materials to clients as needed. Responds and follows up on client requests.

• Works with conference and catering services for client engagements as needed.

• Maintains understanding of firm policies and can handle certain issues independently.

Qualifications:

• Fluency in Spanish is required and will be reviewed during interviewing process.

• Experience supporting high level executive(s) in a complex environment, preferably in financial services, private sector or government.

• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.

• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.

• Extreme attention to detail and organizational skills, with ability to prioritize tasks.

• Quick learner and self-starter with excellent anticipation skills.

• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.

• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.

• Highest degree of integrity, professionalism, and diplomacy is required.

• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.

• Familiar with expense platforms such as SAP Concur

• Supportive team player with a positive attitude.

• Ideal candidate has at least 5 years of experience.

Benefits Info

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.