Administrative Assistant recruitment

Administrative Assistant

This person will be responsible for the following areas:

 
• Proactive Calendar Management –set up meetings, proactively manage any conflicts, work with other admins both internally and externally to maximize efficiency
• Meeting Coordination--Ensure all meetings are booked in adequate conference rooms, have the necessary materials in room, and that any special needs are taken care of in advance.
• Expense Reports/Invoices: preparing expense reports for senior members as well as managing the invoices in relation to facilities expenses

• Effective management of invoice process: code invoice to correct cost center, work closely with Finance to make sure payments are made/received

• Authorization to hire and application forms: must coordinate with managers to confirm there is adequate approval to begin the hiring process and then ensure that the appropriate Human Resources policies are followed during the application process.
• General: Ordering of department supplies, setting up new hires, prepare team meeting minutes, and special projects as assigned.
• Participate in meetings upon request.  Perform backup admin duties for additional teams upon request. 

Requirements:

• Associates degree with 5+ years experience as administrative assistant with preferably 1+ year within the financial services industry.

• Must be proficient with Microsoft Office, Outlook, Excel, and internet.

• Very well defined and organized approach to managing the needs of the groups.

Ability to handle pressure and stress, and certain projects and tasks require high urgency from the team which he/she will support.