Administrative Assistant I

Position: Administrative Assistant I
Location: Boston MA 02109
Duration: 6 months Contract (Hybrid)


Job description

• Candidates must have an expense report as well as travel arrangement experience.
• Strong organizational skills, proactive approach, forward thinking and solutions oriented.
• Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
• Developing and maintaining project plans while working ensure all deliverables are completed timely and with accuracy.
• Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
• Excellent Communications skills required - both written and verbal.
• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
• Domestic and International Travel
• Process of heavy expense claims.
• Coordinate Webex (Videand/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, team building events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
• Managing logistics for visitors
• Management of incoming and outgoing phone calls
• Maintain current email distribution lists in Outlook
• Modification and distribution of departmental reports.
• Meeting minutes for high-level financial meetings.
• Heavy invoice processing and external client on-boarding coordination.
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and forward thinking approach.
• Prepare reports using Excel.
• Strong knowledge of PowerPoint presentation development and editing for client meetings.
• ivalua - Supplies and IT Procurement.
• My IT / SailPoint - Request management tool for IT application security activities.
• Concur - Travel scheduling and expense reporting.
• Tom Net and Clock Net - Staff attendance and work hours tracking.
• UPS - Express mail labelling and postage.
• Microsoft Outlook
• Microsoft Office Suite with a strong focus on Excel and report management.
• Tableau
• Administrative Assistants are expected partner and coordinate with other assistants in multiple locations, tenure seamless support coverage is provided to all of our Global Markets & Banking Staff.
• This includes but is not limited to providing coverage Executives which are not their normal priority while other assistants are off-desk.

• Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability develop project plans and manage timelines meet platform deliverables.
• Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
• Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.
• Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate proactively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality. Be an excellent team player.
• Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
• Exhibit initiative and resourcefulness get tasks done quickly and efficiently with a high degree of professionalism