We are searching for a highly motivated Administrative Assistant to provide floating coverage throughout Asset & Wealth Management. This role is 5 days in office, 40-hour work week. OT eligible.
Job title: Administrative Assistant
Location: New York, NY, United States
Duration: 6 months
Pay rate: $30/hr - $35/hour
Job Summary
Department: WM Leadership Assistants
Job Category: Administrative
Job Title: AWM - WM Leadership Assistants - Administrative Assistant (Floater)
Duties: Client Asset & Wealth Management
Floating Administrative Assistant – Contingent Worker
Duties & Responsibilities
Flexibility to provide dynamic administrative support varying teams and cover where necessary in a team-oriented environment
Proactive and detailed calendar management across multiple time zones , prioritize meeting requests, including coordination of complex meetings and phone/video conference calls for those within the coverage assignment
Manage a high volume of incoming phone calls ; take detailed and accurate messages while interacting with high level business leaders and clients in a professional manner
Coordinate travel arrangements as required and provide travel logistics & itinerary support
Process expense reports in a timely manner for those within the coverage assignment
Arrange internal and client meetings on and off the Client campus – working with local conference services to book conference rooms and catering, register guests, ensure materials organized
Perform general administrative duties including but not limited to copying, scanning, mailing, archiving and other ad hoc projects as requested
Handles highly confidential and sensitive client information with utmost discretion
Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required
Adhere to Compliance regulations and gain the relevant approvals
Skills: Skills & Qualifications Required:
Experience as an Administrative Assistant supporting executives in a complex environment, preferably in financial services, private sector or government
Comfortable operating in a dynamic environment working across multiple different teams / executives as needed.
Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally
Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment
Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.
Quick learner and self-starter with excellent anticipation skills.
Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
Highest degree of integrity, professionalism, and diplomacy is required.
Strong proficiency in MS Word, Excel, PowerPoint, Outlook and Zoom is required.
Familiar with travel & expense platforms such as SAP Concur or Client Global Business Travel
Supportive team player with a positive attitude.
Education
Bachelors degree preferred
Benefits Disclosure
“Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”
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