Administrative Specialist

Hybrid Administrative Assistant And Research Coordinator

Hybrid role that blends administrative assistant and research coordinator skills. Uses skills gained through training and experience to provide secretarial and administrative support primarily to the legal department's Litigation Group and researching, pulling case documentation for both the litigation and regulatory teams. Follows established procedures to perform routine tasks and receives general guidance and direction to perform other work with substantial variety and complexity requiring limited decision-making responsibility. Some originality and ingenuity are required to locate, select, and apply appropriate procedures, processes and techniques to assignments that are broad in nature. Resolves most questions and problems and refers new or unusual issues to a higher level. May serve as a resource to others in resolving problems and issues.

Responsibilities:

• Oversees and/or performs a range of diverse administrative activities for a manager or group of managers in an assigned functional area.
• Serves as a central point of liaison with other functional areas and external stakeholders in resolving a variety of routine matters.
• Reviews and processes user requests for reproduction of client statements, confirmations, certificates, commission reports, checks and other documents as directed.
• Utilizes knowledge and understanding of operational policies and procedures to create, compose and edit administrative correspondence and documentation.
• Assist with drafting and prepare legal documents, including petitions, motions, and interrogatories for the assigned functional area.
• Researches, gathers, and compiles data and information; prepares reports and summaries; and replies to inquiries, selecting relevant data from a variety of sources.
• Provides and/or oversees support activities, including answering telephones; assisting and resolving problems and inquiries of visitors; reviewing and controlling incoming and outgoing correspondence; and following up on operational commitments primarily related to assigned functional area.
• Schedules appointments; maintains calendars; and schedules and coordinates meetings, events, and/or travel arrangements, as required primarily related to litigation matters.
• Establishes, updates, and maintains files, inventories and records and implements and maintains data management systems, as required.
• Maintains currency in modern office management methods and techniques.
• Performs other duties and responsibilities as assigned.

Knowledge of:

• Advanced concepts, principles, and practices of providing administrative support.
• Basic accounting principles.
• Fundamental investment concepts, practices, and procedures used in the securities industry.
• Basic principles of banking and finance and securities industry operations.
• Advanced terminology of financial markets and products.

Skill in:

• Performing diverse administrative tasks for a manager or group of managers.
• Creating, composing, and editing correspondence and documentation.
• Researching information.
• Gathering and compiling data and information.
• Selecting relevant data from a variety of sources and preparing reports.
• Answering telephones, reviewing, controlling incoming, outgoing correspondence, and following up on operational commitments.
• Scheduling appointments and maintaining calendars and schedules.
• Coordinating meetings, events, and travel arrangements.
• Establishing and maintaining files, inventories, and records.
• Implementing and maintaining data management systems.
• Preparing routine litigation documents, correspondence, memos, letters, and reports.

Ability to:

• Make administrative and procedural decisions and judgments.
• Analyze and solve problems.
• Maintain currency in modern office management methods and techniques.
• Attention to detail while maintaining a big picture orientation.
• Read, comprehend, and apply business related information.
• Manage multiple tasks with changing priorities to meet deadlines in a fast-paced environment with constant interruptions.
• Communicate effectively, both orally and in writing.
• Work independently as well as collaboratively within a team environment.
• Provide a high level of customer service.
• Handle stressful situations and provide a high level of customer service in a calm and professional manner.
• Establish and maintain effective working relationships at all levels of the organization.

Educational/Previous Experience Requirements:

• High School Diploma with a minimum of six (6) years of general administrative support experience required.
• OR ~
• Any equivalent combination of experience, education and/or training approved by Human Resources.

Workstyle: Hybrid