Administrative Assistant

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Job description

As the Administrative Assistant, the primary responsibility is to provide seamless administrative support to the staff.

This requires the Assistant to develop a deep understanding of the Business to provide service to our client base and establish priority based on the level of importance.

Key Responsibilities

• Answer office phone calls immediately, in a professional and helpful manner and route for action and follow up
• Execute and route all communication and provide follow up: answering multiline phones, email, copying, faxing, filing, mail, scanning, etc.
• Greet guests and prepare conference rooms for meetings (set up video calls)
• Prepare all FedEx packages, track and confirm delivery
• Pickup/drop off mail daily, sort and distribute
• Prepare and process expense reports (and track receipts) for your assigned team
• Prepare, proof, format and finalize documents, spreadsheets, letters, and correspondence
• Make copies, scan documents and file on Dorado as required
• Manage travel arrangements for your assigned team
• Track and order all office supplies, kitchen supplies and presentation supplies
• Continuously update client information in Salesforce
• Coordinate, order, send and track delivery of gifts as requested (especially on holidays) and maintain log
• Coordinate all repairs to suite with building office (light bulbs, air filters, etc.)
• Assure that all office equipment is functioning and maintained
• Maintain client birthday database, circulate for signatures and mail on a timely basis
• Provide flexible support to staff as required, including work overflow as requested from client advisory teams
• Establish effective working relationships with colleagues and external contacts

Qualifications:

• Bachelor's Degree required.
• Ideally experience working in an administrative role preferably in financial services.
• Ability to work well in a team environment.
• Excellent attention to detail.

As the Administrative Assistant, the primary responsibility is to provide seamless administrative support to the staff.

This requires the Assistant to develop a deep understanding of the Business to provide service to our client base and establish priority based on the level of importance.

Key Responsibilities

• Answer office phone calls immediately, in a professional and helpful manner and route for action and follow up
• Execute and route all communication and provide follow up: answering multiline phones, email, copying, faxing, filing, mail, scanning, etc.
• Greet guests and prepare conference rooms for meetings (set up video calls)
• Prepare all FedEx packages, track and confirm delivery
• Pickup/drop off mail daily, sort and distribute
• Prepare and process expense reports (and track receipts) for your assigned team
• Prepare, proof, format and finalize documents, spreadsheets, letters, and correspondence
• Make copies, scan documents and file on Dorado as required
• Manage travel arrangements for your assigned team
• Track and order all office supplies, kitchen supplies and presentation supplies
• Continuously update client information in Salesforce
• Coordinate, order, send and track delivery of gifts as requested (especially on holidays) and maintain log
• Coordinate all repairs to suite with building office (light bulbs, air filters, etc.)
• Assure that all office equipment is functioning and maintained
• Maintain client birthday database, circulate for signatures and mail on a timely basis
• Provide flexible support to staff as required, including work overflow as requested from client advisory teams
• Establish effective working relationships with colleagues and external contacts

Qualifications:

• Bachelor's Degree helpful.
• Ideally experience working in an administrative role preferably in financial services.
• Ability to work well in a team environment.
• Excellent attention to detail.

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