Executive Administrative Assistant

Job Title: Executive Administrative Assistant – Finance / Travel & Expense – Hybrid (Contract)
Location: St Boston, MA 02109
Shift: 8:00 AM – 5:00 PM
Duration: 6 Months
Job Type: Contract
Work Type: Hybrid

Note: Must have expense report and travel arrangement experience.

Job Description:

The current role is for an Administrative Assistant who will report into the Head of Platform Services Team. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff.

Physical presence in client’s office(s) is an essential function of this position.

Candidate Success Factors:

Candidates to be measured on the following four performance drivers, which will dictate how individual impact is considered on the Americas platform:

• Results and Impact
• Leadership and Collaboration
• Client, Customer and Stakeholder Focus
• Compliance Culture and Conduct

Responsibilities:

• Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
• Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
• Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
• Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
• Excellent Communications skills required – both written and verbal.
• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
• Domestic and International Travel
• Process of heavy expense claims.
• Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
• Managing logistics for visitors
• Management of incoming and outgoing phone calls
• Maintain current e-mail distribution lists in Outlook
• Modification and distribution of departmental reports.
• Meeting minutes for high-level financial meetings.
• Heavy invoice processing and external client on-boarding coordination.
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
• Prepare reports using Excel.
• Strong knowledge of PowerPoint presentation development and editing for client meetings

Applications and Tools Used:

• ivalua – Supplies and IT Procurement
• My IT / SailPoint – Request management tool for IT application security activities
• Concur – Travel scheduling and expense reporting
• Tom Net and Clock Net – Staff attendance and work hours tracking
• UPS – Express mail labeling and postage
• Microsoft Outlook
• Microsoft Office Suite with a strong focus on Excel and report management
• Tableau.

Required Qualifications: Education and Experience:

• Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services.
• 3–5 years of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.
• Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.

Job Type: Contract

Pay: $24.00 - $25.76 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Sailpoint: 1 year (Required)
• Project management: 1 year (Required)

Work Location: On the road

Salary : $24 - $26