Administrative Assistant

Job Title: Administrative Assistant

Location: New York, NY 10019

Duration: 5 Months

Job Type: Temporary Assignment

Work Type: Onsite

Pay Rate: $ 30.70-30.70/ Hr

Overview:

TekWissen is a global workforce management provider headquartered in Ann Arbor, Michigan that offers strategic talent solutions to our clients world-wide. Our client is a company who is a provider of banking and financial services. The company operates through two divisions, Retail Banking and Services, and Corporate and Institutional Banking.

Job Description:

• Perform administrative and office support activities for multiple professionals including managers managing directors and partners.


• The role will also include fielding telephone calls receiving and directing visitors filing scanning copying and placing meal orders.


• Strong calendar management.


• Making travel arrangements.


• Using various software including word processing spreadsheets databases and presentation software.


• Reading analyzing and proofing documents emails presentations etc.


• Needs the ability to learn tasks quickly pay attention to detail and keep up with a fast-paced working environment.


• Ability to organize a daily workload by priorities Must be able to meet deadlines in a fast-paced quickly changing environment.


• A proactive approach to problem-solving with strong decision-making skills Must have a professional level verbal and written communications skills

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:

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.

TekWissen® Group is an equal opportunity employer supporting workforce diversity.