Administrative Assistant

Joining our Global Corporate Services team means you will be a part of a passionate and supportive team that believes what we do matters to our clients and investors. As an Administrative Assistant you are a key member of the Business Administration team. You will perform various responsibilities to include extensive-high level client service for leaders and associates within the organization and have some exposure to project management. A key component of the Business Administration team is a continued focus on analyzing all functions for process improvement, service enhancement, quality, and efficiency. A successful candidate will be highly motivated and will have the ability to adapt to a transforming work environment while continuing to handle multiple requests with competing deadlines. As well as conduct business in a professional and organized manner.

Years of Experience

1-2 years of professional experience

Qualifications

• Bachelor’s degree/or college courses and investment industry experience preferred
• Dynamic, enthusiastic individual, with strong interpersonal and diplomatic skills
• Highly adaptable and able to work in a fast-paced priority driven environment
• Excellent time management, prioritization, and organizational skills
• Project management skills including managing multiple, conflicting deadlines, and coordinating delivery directly with clients
• High level of professionalism; confidentiality, discretion, and judgment; personable, approachable, and courteous
• Strong attention to detail; meticulous attention to quality of work product
• Ability to work independently with little supervision on projects
• Ability to work under pressure, to deadlines, without sacrificing quality
• Demonstrated ability to provide high level client service

Responsibilities

Administration & skill support -

• Compiling and filing expense reports using multiple currencies.
• Processing Invoices timely and accurately via the appropriate workflow 
• Maintain and update administrative SOPs as required
• Composing and preparing correspondence and presentations, noting and respecting confidentiality.
• Prepare documents and presentation materials while editing for correct grammar, punctuation, spelling, and format.
• Business Administration team backup & support
• Run ad hoc reporting for Sr. Leaders e.g., promo items, activity, CRM, etc.
• CRM client-related data entry – meeting notes, contact updates, gift and event tracking, etc.
• Process administrative requests generated via the CRM client database for internal and external clients including marketing material requests, promotional item orders, and ad-hoc requests
• Marketing Material Subscription updates
• Develop and maintain quality relationships with clients and team members
• Work in partnership with the administrative team to identify, create and streamline processes/policies
• Proactively prioritize and facilitate your workload/daily calendar

• Understanding corporate policies (travel, expense, compliance) to ensure tasks are completed within the scope of said policies.
• Variety of Administrative tasks to support GTM Team (business cards, marketing material fulfilment/inventory control, client reimbursements)
• Other projects and duties as assigned

Scheduling & Meeting support -

• Assist with the scheduling and coordinating meetings (internal and client) from inception to completion using all available resources.

• Completes various administrative tasks for Sr. Leaders including, managing meetings and business travel, ensuring the schedule is organized efficiently, prioritizing the most essential items, and resolving all conflicts.

Candidate Requirements

• Proficient in MS Office including Word, Outlook, Excel, PowerPoint, Dynamics
• Proficient in technologies and programs such as Concur Invoice and Expense, OneNote, SharePoint, OneDrive, Teams, Zoom, ACA Compliance Database, mobile devices, and mobile applications.

Core Values

• Strong interpersonal, oral, and written communication and collaboration skills with all levels of management
• Strong organizational skills including the ability to adapt to shifting priorities and meet frequent deadlines,
• Demonstrated proactive approach to problem-solving with strong judgment and decision-making capability.
• Highly resourceful and collaborative team-player, with the ability to also be independently effective and exude initiative and a sense of urgency.
• Exemplifies our customer-focused, action-oriented, results-driven culture.
• Forward looking thinker, who actively seeks opportunities, has a desire for continuous learning, and proposes solutions.
• Ability to act with discretion and maintain complete confidentiality.
• Dedicated to the firm’s values of non-negotiable integrity, valuing our people, exceeding client expectations, and embracing intellectual curiosity and rigor.