Temporary Administrative Assistant

A Well-known Global Investment Banking Company is seeking a Temp-to-Perm Administrative Assistant to join their dynamic team. The ideal candidate is detail and task orientated with strong organization, prioritization, tracking scheduling skills.

Coverage:

• 4 MDs
• 1 ED
• 1 VP

The Administrative Assistant will support a banker team in the Houston office, including up to (4) Managing Directors. We are looking for candidates who have a minimum of 5 years’ experience supporting senior level bankers.

General Requirements

• Mastery of Microsoft Outlook, Adobe PDF, scanning, Word and Excel skills

• Must be able to work with converging deadlines and adapt to a fast-paced environment

• Must possess a team-focused attitude

• Ability to maintain high level of confidentiality and discretion

• Ability to prioritize effectively, identify and resolve conflicts

• Manage client contacts through MConnect system

• Provide back-up assistance and coverage to other team executive assistants

• Serve as an extension of the bankers’ brand, for both internal and external clients

Meetings and Calendar Management

• Coordinate with cross-departmental teams for conference calls and meetings (specifically being appropriately inclusive by getting to know core team)

• Heavy calendar management for professionals being supported, including coordinating and scheduling meetings via Outlook

• Reserve conference rooms including catering and audio-visual needs through online booking system

• Arrange Zoom meetings and conference calls; initiate calls as needed

• Ensure all calendar entries are accurate (meeting labels are succinct and clearly reflect the meeting purpose)

• Ability to schedule multiple meetings across time zones

Travel and Logistics Coordination

• Ability to schedule and plan complex travel itinerary – coordinating with multiple internal and external assistants

• Book flights, ground transportation, lodging and entertainment for business travel (domestic and international) with clear understanding of banker preferences

• Practical, logical mind-set in problem solving calendar conflicts and travel logistics

• Well versed with Travel & Expense Guidelines

Telephone Support

• Extremely professional phone demeanor with exceptional written and verbal communication skills and the ability to develop a strong working rapport with key client’s assistants

• Ability to handle and screen both internal and external calls

• Answer and direct incoming phone calls as requested by professionals being supported

• Answer and direct incoming phone calls as back up for other Administrative Assistants

• Record and track detailed messages and relay follow-up

Expense Submission and Reconciliation

• Prepare and submit monthly expenses through Concur and monitor corporate card payment to American

Express

Qualifications:

• 5-10 years of previous experience as an administrative assistant preferably in a banking environment

• High level of proficiency in Microsoft Outlook, Word, Excel, PowerPoint

• Bachelor’s degree preferred

• Highly organized and efficient

• Excellent communication skills both written and verbal

• Detail-oriented with “no task is too small” mentality

• Excellent judgment and discretion regarding sensitive and/or confidential information

• Problem solving and decision making skills

• Professional, friendly, positive attitude, team player

If this sounds like a fit, please submit your resume and portfolio for consideration!

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