Administrative Assistant

Administrative Assistant – Job Description

The Executive Assistant will support senior technology colleagues. The primary responsibilities are supporting IT management with day-to-day administrative duties. This position is fully remote.

Principal Duties and Responsibilities

• Support senior IT management executives (tower leads)
• Manage recurring meetings
• Organize and prepare for meetings, including gathering documents and attending to the logistics of meetings
• Calendar maintenance, including scheduling meetings, appointments, and speaking engagements
• Facilitate visitors (site access, greeting) – coordinate with the admin team to greet visitors
• Make travel arrangements
• File expenses
• Collaborate/coordinate with other IT administrative team members
• Answer phone lines, screen calls
• Assist in other administrative support tasks as assigned by management
• Arrange for printing and binding of presentations
• Coordinate communications among management
• Manage general office needs such as ordering supplies and mail distribution
• Manage conference room reservations
• Assist visiting IT colleagues from other regions (desk, meetings, conference rooms, and restaurant reservations)
• Make restaurant reservations
• Handle requests for printing, faxing, mail/overnight packages, copying, and filing (all rare)
• Manage contacts (e.g. Outlook)

Additional responsibilities include:

• Requesting site access (e.g. security badges)
• Coordinating shared site permissions (e.g. SharePoint)
• Providing backup coverage for other administrative professionals

Qualifications

• Eligible to work in the USA
• At least 3-5 years of Administrative Assistant experience within Financial Services
• Prior experience supporting an IT executive is preferred
• Intermediate Microsoft Copilot, Word, Excel, and PowerPoint proficiency required
• Well-developed interpersonal skills
• Enthusiastic, self-motivated, team-oriented, works well under pressure
• Time management and multitasking skills required
• Excellent verbal and written communication skills
• Willingness to assist in duties called upon at the last minute's notice
• Willingness to undertake new tasks
• Must be able to work well with the administrative support team