Administrative Assistant

The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership. 

This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure.

Responsibilities Include (but are not limited to):

Travel 
•    Arrange all aspects of business travel including conferences and client/broker events. This will usually involve flights, hotel, ground transportation and lunch/dinner bookings Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log 
•    Ensure team members have any visas, all documents, papers and itineraries necessary for travel Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices

Meetings and Entertainment/Lunches/Dinners
•    On behalf of team members, coordinate meetings with clients/brokers/vendors 
•    Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below 
•    Manage all aspects of bookings and catering for client/broker lunches and dinners 
•    Book taxis for our employees and clients Prepare and organize printed materials and binders for meetings 
•    Other related support 

Customer Relationship Management (CRM) – if applicable 
•    Track client related meetings/events (including overseas meetings) in our CRM System 
•    Collect business cards and update contact details in CRM or following up with meeting organizer for client's contact if not known; make changes to client profiles 
•    Develop working knowledge of clients/brokers and Company names 

Expenses 
•    All aspects of timely expense management (in Concur and Dynamics 365) for team members, including: Use receipt images in Concur or gather receipts for business travel promptly after such travel and document the business purpose 
•    Set up expense reports on at least a monthly basis 
•    Follow-up to secure any expense approvals 

Visitor Log 
•    Be the coordinator for any visitor log requests 
•    Communicate with other Executive Assistants as to who is coming in and details of visit. 
•    Arrange desk assignments for underwriting visitors

General / Office / Other 
•    Provide administrative support for group meetings, whether onsite or offsite
•    Provide back-up support for vacationing other administrative roles 
•    Assist with ad hoc projects 
•    Participate in the local and global Admin Team support team meetings 
•    Communicate with external contacts to exchange information as needed 
•    Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
•    Prepare FedEx shipments
•    Assist with mail collection and distribution for your respective team(s)
•    Manage confidential affairs
•    Maintain good working relationship with internal contacts
•    Manage changing circumstances as they happen, sometimes on short notice
•    Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time.

Professional/Technical Competency Requirements:
•    Experience working in a matrixed global organization working across functions and geographies.
•    Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include with senior management, internal clients, external clients and brokers.
•    Works efficiently, accurately and exercises common courtesy under time pressure situations.  Is a team player and demonstrates a cooperative attitude.
•    Must possess excellent oral and written communication skills.   
•    Receptive to new ideas and is well organized.
•    Reacts effectively to changing conditions.  Anticipates and constructively advances the need for positive change.  Eagerly assumes new tasks and responsibilities.
•    Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner at all times.  
•    Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different ‘share’ platforms ie: SharePoint, Office 365.

Qualifications, Skills & Experience Requirements:
•    College degree preferred
•    5 to 7 years of administrative assistant.  
•    Experience in the Financial Services at a minimum with industry experienced preferred.

Basic Qualifications:

• Requires sitting at a computer in an open collaborative seating environment with varying exposure to noise.