Administrative Assistant/Executive Assistant at Kyyba

Title: Administrative Assistant/Executive Assistant

Location: Chesterbrook. PA

Email: leandera@kyyba.com

Description:

• Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
• Experience in developing procedures and controls. New policy development and deployment (e.g.,
• Trampled, Gifts and Entertainment).
• Developing and maintaining project plans while working to ensure all deliverables are completed

timely and with accuracy.

• Provide direct support to the Head of Platform Services on various projects demonstrating diligent

oversight on all deliverables.

• Excellent Communications skills required – both written and verbal.
• Strong Administrative Support experience supporting senior stakeholders and general internal staff

on all administrative requests.

• Domestic and International Travel
• Process of heavy expense claims.

Coordinate WebEx (Video and/or audio) meetings and perform operator assist functionality.

Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding

events, staff events on-site and off-site, internal workshop learning programs, external client

meetings and all other ad-hoc event requirements.

• Managing logistics for visitors
• Management of incoming and outgoing phone calls
• Maintain current e-mail distribution lists in Outlook
• Modification and distribution of departmental reports.
• Meeting minutes for high-level financial meetings.
• Heavy invoice processing and external client on-boarding coordination.
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible
• and, forward thinking approach.

Prepare reports using Excel.

Strong knowledge of PowerPoint presentation development and editing for client meetings.

An Administrative Assistant will make use of several application systems including:

• ivalua – Supplies and IT Procurement.
• My IT / SailPoint – Request management tool 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 labelling and postage.
• Microsoft Outlook
• Microsoft Office Suite with a strong focus on Excel and report management.
• Tableau

Administrative Assistants are expected to partner and coordinate with other assistants in multiple

locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking

Staff. This includes but not limited to providing coverage to Executives which are not their normal

priority while other assistants are off-desk.

Required Qualifications for Administrative Assistant:

• Education and Experience: Bachelor’s degree or higher, with a strong understanding of Front
• Office principles and processes for providing customer and administrative services. 3-5yrs of
• proven experience as an Administrative Assistant, strong ability to support various levels in the
• organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management
• procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and
• manage timelines to meet platforms deliverables.
• Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft
• Outlook and Excel.
• Administrative Skills: Calendar management, meeting management, time management,
• strategic planning of tasks, travel management, heavy expense processing, phone management,
• client handling, event planning, heavy invoice processing, external client-on boarding, detailed
• meetings minutes, and assist Head of Platform Services Team on several projects and tasks.
• Exceptional communication and interpersonal skills: A good candidate will be an active
• listener and clear communicator, both verbally and in writing. They must communicate pro-
• actively, anticipating the needs of their managers and escalating issues as necessary – utilizing
• tact and confidentiality. Be an excellent team player.
• Excellent organizational skills: Must have the ability to multitask and prioritize work based on
• potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative
• challenges of supporting executive level employees.
• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high
• degree of professionalism