Administrative Assistant - Banking

Job Title: Administrative Assistant

Duration: 5 Months

Location: Seventh Avenue, New York, NY

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, FINRA 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.

An Administrative Assistant will make use of several application systems including:

o ivalua – Supplies and IT Procurement.

o My IT / SailPoint – Request management tool for IT application security activities.

o Concur – Travel scheduling and expense reporting.

o Tom Net and Clock Net – Staff attendance and work hours tracking.

o UPS – Express mail labeling and postage.

o Microsoft Outlook

o Microsoft Office Suite with a strong focus on Excel and report management.

o Tableau

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