Administrative Assistant Advanced

We are seeking an Administrative Assistant Advanced for a very important client.Proficiently uses word processing software packages. Performs secretarial as well as administrative duties. Arranges travel. As an Executive Administrative Assistant on the Developed and Emerging Markets Economic Research team, you will be required to support Senior Analyst?s Teams, coordinate meetings, register clients, meet and direct clients to meetings rooms, coordinate travel arrangements and maintain distribution lists. Responsibilities:- Distribution lists via CHIME. Manage team research and internal distribution list, assist clients with obtaining access.- Special projects - Pulling client data from distribution lists, websites, research mailings, putting client packets together, update economic spreadsheet and ad hoc requests from the analyst.- Calendar Management/Outlook - Schedule internal/external meetings and appointments; coordinate conference rooms /calls. - Travel - Coordinate international and domestic travel arrangements (air, hotel accommodations and ground transportation) with travel agency; prepare detailed itineraries and assure accuracy and timely delivery of plans/tickets to travelers. Be cognizant of the various industry conferences and book hotels well in advance of the conference to secure a room at the conference hotel or a property closest to the conference site. - Expense Management ? CONCUR - Compile and submit expense reports in a timely manner, order and maintain office supplies. - Distribute incoming mail and faxes, prepare, and send packages via mail, messenger and federal express.- Assist with overflow, special projects, assistant back-up coverage and day-to-day tasks.Technical:- Daily work within Microsoft Suite, Excel, Word, and PowerPoint- Ability to learn procedures and proprietary systems quickly- Use of Internet/Intranet Requirement: The ideal candidate will possess the following qualifications:Experience with MS Word, Outlook and managing calendars.Qualifications/Work Ethic:- Strong interpersonal and communication skills, both written and oral, and excellent telephone etiquette- Organized and detail-oriented with strong commitment to accuracy- Handle regular activities without prompting, and advice in advance with issues or delays.- Use of tact and discretion when dealing with confidential matters; proven experience interacting with senior management- Sound judgment and problem-solving skills- Confidence to complete projects with limited supervision- Exhibit a high degree of motivation, sense of urgency and professional demeanor- Ability to multi-task and ensure multiple projects are completed on time - Ability to organize and complete tasks in a timely manner and ability to prioritize efficiently.- Work in partnership and cooperatively to meet business needs with not only the back-up assistant but when other assistants are out and during busy periods (quarterly earnings, special mailings, etc.)- Work in partnership with assistants in other lines of business (LOB), with assistants in Sales for analyst marketing scheduling, corporate access, etc.

Created: 2024-10-19