Administrative Assistant - Russell Tobin

Job Description

Position

Administrative Assistant

Location: Chesterbrook, PA

Type: Contract

Rate

$22/hr to $25/hr

Key Responsibilities

• Organizational Skills & Project Management:
• Utilize strong organizational and forward-thinking skills to proactively address challenges.
• Develop and implement procedures and controls, including new policies (e.g., T&E, Gifts, and Entertainment).
• Create and maintain detailed project plans to ensure timely and accurate completion of deliverables.
• Administrative Support:
• Provide direct support to the Head of Platform Services, managing multiple projects with oversight of deliverables.
• Handle domestic and international travel arrangements and process expense claims.
• Perform calendar management, meeting logistics, and phone call management.
• Prepare meeting minutes for high-level financial meetings.
• Maintain and modify departmental reports, ensuring accuracy and consistency.
• Event and Meeting Coordination:
• Plan and coordinate logistics for various events (e.g., client roadshows, team-building events, workshops, external meetings).
• Manage visitor logistics and coordinate Webex meetings (audio/video), including operator assistance.
• Reporting and Presentation Development:
• Prepare detailed reports using Excel and develop/edit PowerPoint presentations for client meetings.
• Process invoices and assist with external client onboarding activities.
• Collaboration:
• Partner with administrative staff across multiple locations to provide seamless support for Global Markets & Banking staff.
• Provide backup support to executives when other assistants are unavailable.
• Systems Utilization:
• Proficiently use the following tools and systems:
• ivalua: Supplies and IT procurement.
• My IT / SailPoint: IT application security request management.
• Concur: Travel scheduling and expense reporting.
• Tom Net and Clock Net: Attendance and work hours tracking.
• UPS: Express mail labeling and postage.
• Microsoft Outlook, Office Suite, and Tableau.

Qualifications

• Education & Experience:
• Bachelor’s degree or higher.
• 3-5 years of proven experience as an Administrative Assistant, preferably within a financial institution.
• Strong understanding of front-office principles and administrative processes.
• Technical & Administrative Skills:
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and experience with project management tools.
• Expertise in calendar and time management, travel coordination, event planning, expense processing, invoice management, and client onboarding.
• Communication & Interpersonal Skills:
• Exceptional verbal and written communication skills.
• Proactive in anticipating managers' needs and addressing issues tactfully and confidentially.
• Strong team player with the ability to build collaborative relationships.
• Organizational Excellence:
• Detail-oriented, adaptable, and skilled in prioritizing tasks with high potential impact.
• Resourceful and professional in executing tasks efficiently.

Candidate Success Factors

Candidates will be evaluated based on the following performance drivers:

• Results and Impact: Delivering measurable outcomes and driving impact on the Americas platform.
• Leadership and Collaboration: Demonstrating leadership abilities and fostering a collaborative environment.
• Client, Customer, and Stakeholder Focus: Maintaining a strong focus on serving internal and external stakeholders effectively.
• Compliance Culture and Conduct: Upholding and promoting a culture of compliance and ethical conduct.