Job Description

Administrative Assistant IT

This is a remote position.

The Administrative Assistant will support IT executives within the IT department.

The ideal candidate will have a minimum of 5 years of administrative support experience in a fast-paced environment, preferably within financial services. The candidate should possess a keen sense of urgency and the ability to prioritize and pivot between tasks. They should maintain a positive, can-do attitude and demonstrate strong attention to detail.

Responsibilities:

• Manage complex calendars, including scheduling internal and external meetings and calls, while proactively resolving conflicts. Coordinate meetings efficiently and communicate clearly regarding scheduling changes or prioritization needs.
• Serve as a gatekeeper to executives, managing schedules proactively to ensure optimal use of time.
• Liaise with other administrative assistants to schedule collaborative meetings and provide backup support when needed.
• Arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Handle expense reporting and reimbursement processes, ensuring adherence to company policies.
• Perform ad hoc administrative support tasks as needed.
• Maintain the confidentiality of all sensitive and confidential information.
• There is no expectation of assisting with personal work, content creation, or project work.

Skills and Competencies:

• Minimum of 5 years in an administrative support role.
• Proven ability to take initiative, set priorities, and exercise strong judgment.
• Exceptional organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams) and video conferencing tools (e.g., WebEx).
• Experience with Concur or similar systems for travel and expense management.
• Superior written and verbal communication skills.
• Ability to handle highly sensitive and confidential information with discretion and professionalism.
• Strong collaborative and teamwork-oriented attitude.

Required Skills:

• Administrative Support
• Financial Services
• Time Management
• Microsoft Excel
• Microsoft Office

Additional Skills:

• Scheduling
• Video Conferencing (WebEx or similar)
• Travel Arrangements
• Microsoft PowerPoint
• Excellent Written and Verbal Communication Skills

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