Administrative Assistant - Level 3 - Hourly

Administrative Assistant

Daily tasks related to administration and office management include, but are not limited to: travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire on-boarding, room bookings, presentation assistance, invoicing, Business Continuity Planning, calendar and meeting management for Executive Clients, Priority Clients, organization of policies and procedures, expense reporting, client entertainment reporting, Client reporting, Facilities coordination, and Premises management.

The current role is for an Administrative Assistant who will report into the Head of Platform Services Team, Administration & Office Management manager while supporting priority clients and Global Markets & Banking Americas Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff. Physical presence is an essential function of this position.

Candidate Success Factors: Candidates to be measured on the following four performance drivers, which will dictate how individual impact is considered on the Americas platform:

• Results and Impact
• Leadership and Collaboration
• Client, Customer and Stakeholder Focus
• Compliance Culture and Conduct

Responsibilities:

• Strong organizational skills, pro-active 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 to 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 (Video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding 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 e-mail 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.
• An Administrative Assistant will make use of several application systems including:
• 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 labeling and postage.
• Microsoft Outlook
• Microsoft Office Suite with a strong focus on Excel and report management.
• Tableau
• Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.

Required Qualifications for Administrative Assistant Position:

• Education and Experience: 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 to develop project plans and manage timelines to meet platforms 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 pro-actively, 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: to get tasks done quickly and efficiently with a high degree of professionalism

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."