Administrative Assistant

- Role will require in office attendance 5 days/week

- Interview: 2 rounds

- HM seeking 5-10 years experience within the financial services industry

Role Summary:

The admin professional would have support responsibilities for a number of Executive Directors (around 20) within Wealth Management Compliance but the majority of individuals our admins support tend to be reasonably self-sufficient and requests more sporadic / limited to assisting with occasional travel booking and expenses and limited ad hoc requests. The admin would more closely collaborate work to support one Managing Director in the Baltimore office who they would assist with things like calendar management, phones, event/site management (for the Baltimore office), T&E, etc.

It’s a very warm and welcoming team who would love to have someone join who likewise is as well and who is a self-starter.

Job Responsibilities:

• As an administrative assistant, you’ll be expected to provide administrative support to senior members of the division and perform the following duties:
• Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
• Understand the important clients/colleagues of each manager, take accurate messages and stay informed of manger’s whereabouts
• Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
• Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences
• Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests
• Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
• Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
• Create, edit and format documents using Microsoft Office Suite and Adobe Pro
• Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary
• Manage team’s shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
• Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages.
• Process invoices and create funding requests using internal platforms
• Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed.

Qualifications:

• Experience supporting multiple senior professionals including heavy calendars management and phone coverage
• Must be flexible covering different managers’ as group grows or changes
• Experience working in the financial services industry (5-10 years)
• College Degree Preferred (or 5 years of relative corporate experience preferred)
• Excellent communication, writing, judgment, and problem-solving skills
• Strong attention to detail as well as solid organization/time management skills
• Must be an enthusiastic and positive team player who is willing to help out and work well with others
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
• Knowledge of O365 and Microsoft Teams a plus
• Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
• Solid typing skills (60 wpm)