Job Title: Administrative Assistant
Location: Cohoes, NY
Duration: 12 months
Pay Rate: $25/HR (W2 Only)
Job/Role Description:
- This role provides administrative support to advisors and account managers in a dynamic team environment while also serving as backup team support as needed.
- Maintain and coordinate detailed calendars including internal and external meetings and conference calls, prioritizing meeting requests and related logistics.
- Coordinate logistics for client calls and advisor meetings, including scheduling, teleconference rooms, and resolving calendar conflicts on an ongoing basis.
- Coordinate travel arrangements and process expense reports in a timely manner.
- Handle highly confidential and sensitive client information with the utmost discretion.
- Prepare and distribute department correspondence, memos, letters, reports, or other documents as requested.
- Interact with high-level business leaders in a professional and effective manner.
- Organize and ship materials to clients and respond to and follow up on client requests.
- Support the onboarding and integration of new hires on the team as well as new client accounts, including performing relevant data entry processes.
- Maintain understanding of firm policies and handle certain issues independently.
- Participate in ad-hoc and general administrative duties including copying, scanning, filing, faxing, archiving, inventory ordering, invoice submissions, shipping, mail, and check-related processing.
Required Qualifications
- Experience supporting high-level executives and/or financial advisors in a complex environment, preferably in financial services, private sector, or government.
- Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information.
- Excellent interpersonal and communication skills, both written and verbal, with the ability to display a consistent, professional degree of communication.
- Extreme attention to detail and strong organizational skills, with the ability to prioritize tasks.
- Quick learner and self-starter with excellent anticipation skills.
- Proactive problem solver and independent thinker; ability to follow up as often as necessary.
- Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize, and multi-task in a dynamic but deadline-driven environment.
- Highest degree of integrity, professionalism, and diplomacy is required.
- Strong proficiency in MS Word, Excel, PowerPoint, and Outlook is required.
- Familiarity with expense platforms such as SAP Concur.
- Supportive team player with a positive attitude.
- Ideal candidate has at least 5+ years of experience.