Administrative Assistant - Primary Talent Partners

Primary Talent Partners is seeking two highly skilled Administrative Assistants to join our Financial Institution client in Chesterbrook, PA on a 6 month contract basis. Pay rate is set at $25.75 per hour without PTO or benefits.
 

Job Description:

These positions involve a wide range of administrative and office management tasks, including travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire onboarding, room bookings, presentation assistance, invoicing, Business Continuity Planning, calendar and meeting management for Executive Clients, organization of policies and procedures, expense reporting, client entertainment reporting, FINRA reporting, Facilities coordination, and Premises management.

Responsibilities:

• Exhibit strong organizational skills, a proactive approach, and forward-thinking solutions.
• Develop procedures and controls, and deploy new policies (e.g., T&E, Gifts and Entertainment).
• Develop and maintain project plans ensuring timely and accurate deliverables.
• Provide direct support to the Head of Platform Services on various projects.
• Demonstrate excellent communication skills, both written and verbal.
• Support senior stakeholders and general internal staff on administrative requests.
• Manage domestic and international travel and process heavy expense claims.
• Coordinate Webex meetings and operator assist functionality.
• Plan and coordinate logistics for internal/external events such as client roadshows, team-building events, staff events, internal workshops, external client meetings, and other ad-hoc events.
• Handle logistics for visitors, manage incoming and outgoing phone calls, and maintain email distribution lists.
• Modify and distribute departmental reports and take meeting minutes for high-level financial meetings.
• Process invoices and coordinate external client onboarding.
• Complete projects and tasks as requested by management with a strategic, flexible, and forward-thinking approach.
• Prepare reports using Excel and develop/edit PowerPoint presentations for client meetings.

Systems and Tools:

• ivalua – Supplies and IT Procurement.
• My IT / SailPoint – Request management for IT application security activities.
• Concur – Travel scheduling and expense reporting.
• Tom Net and Clock Net – Staff attendance and work hours tracking.
• UPS – Express mail labeling and postage.
• Microsoft Outlook, Office Suite (with a strong focus on Excel and report management), and Tableau.

Qualifications:

• Education and Experience: Bachelor’s degree or higher with a solid understanding of Front Office principles and processes for customer and administrative services. 3-5 years of proven experience as an Administrative Assistant, preferably within a financial institution.
• Technical Skills: Competent in Word and PowerPoint, extremely competent in Microsoft Outlook and Excel.
• Administrative Skills: Calendar management, meeting management, time management, strategic planning, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client onboarding, detailed meeting minutes, and assistance with various projects.
• Communication and Interpersonal Skills: Active listener, clear communicator (both verbal and written), proactive communicator, tactful, confidential, excellent team player.
• Organizational Skills: Ability to multitask, prioritize work based on impact, detail-oriented, flexible, enjoys administrative challenges of supporting executive-level employees.
• Professionalism: Exhibit initiative and resourcefulness to complete tasks efficiently with a high degree of professionalism.

Primary Talent Partners is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity, or any other factor protected by applicable federal, state, or local laws.

If you are a person with a disability needing assistance with the application or at any point in the hiring process, please contact us at info@primarytalentpartners.com

#PTPJobs

#LI-PTP