Job Description
Job Description
At-a-Glance:
Are you ready to build your career by joining a global financial institution? If so, our client is hiring an Administrative Assistant.
Position Type:
- Contract
- On-Site Role - Minimum 4 days a week in the office
Required:
- Bachelor’s Degree, Associate’s Degree, or equivalent experience
- Prior administrative or coordinator experience preferred
- Investment management industry experience preferred but not required
- Comfortable supporting multiple professionals with calendar scheduling and travel coordination
- Strong organization, attention to detail, prioritization skills, and reliable follow-up
- Excellent written, verbal and strong interpersonal communication skills
- Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; interest in building presentation/document skills is a plus
- Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided)
- Flexible attitude with the willingness to take on new assignments
Responsibilities:
- Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed)
- Coordinate all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed
- Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials
- Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current
- Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests
- Support internal business initiatives and help produce polished, high-quality documents and presentations
- Assist the team with on-boarding and off-boarding activities for employees
- Process invoices and create funding requests using internal platforms
- Help coordinate client gifts, meal reservations, and team events to support relationship-building and culture
- Support ad hoc projects and provide backup coverage for other administrative assistants, as needed
- Other duties may be assigned to meet the business needs