Administrative Assistant - Non Exempt - TTI of USA, Inc.
Baltimore, MD 21202
About the Job
Role-specific Accountabilities:
" Provide day-to-day administrative and office support to the team to ensure that they are prepared for all meetings and carry forward action items. Some of the main duties include managing calendars, meetings, expenses, booking events, developing offsites, travel and correspondence. Teams include Sr. Level Investment Staff.
" Book and manage travel accommodations, client meetings, roadshows, and/or conference planning, including material production; prep material packet compilation; scheduling; logistical arrangements (reserving meeting site, catering, security notifications); and liaising with participants, subject-matter experts, and vendors. These engagements are organized in-house, virtual or with outside vendors.
" Maintain contact management system and log all meeting activity, keeping databases and shared sites up to date. Provide accurate data and information to others on functional unit processes and procedures as requested. Manage distribution lists, submit IT requests, and ensure team has required tools (e.g., hardware) to be effective.
" Work closely with other executive and regional administrative assistants and teams to increase efficiencies and provide overall departmental support. Be an advocate in representing the team in internal administrative meetings.
" Work independently to prioritize and complete team requests in a timely manner. Requests may be highly sensitive and confidential.
" Represent the team greeting guests in the office and act as main point of contact for office management including onboarding new hires, technology setup and maintaining office and kitchen supplies.
Preferred skills:
" Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
" Expert ability to work independently and manage one s time.
" Expert ability to keep information organized and confidential.
" Expert ability in event planning, budgeting, etc.
" Expert leadership and mentoring skills necessary to provide support and constructive performance feedback.
" Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
Qualifications Required:
" Bachelor's degree or the equivalent combination of education and relevant experience AND
" 3+ years of total relevant work experience
" Provide day-to-day administrative and office support to the team to ensure that they are prepared for all meetings and carry forward action items. Some of the main duties include managing calendars, meetings, expenses, booking events, developing offsites, travel and correspondence. Teams include Sr. Level Investment Staff.
" Book and manage travel accommodations, client meetings, roadshows, and/or conference planning, including material production; prep material packet compilation; scheduling; logistical arrangements (reserving meeting site, catering, security notifications); and liaising with participants, subject-matter experts, and vendors. These engagements are organized in-house, virtual or with outside vendors.
" Maintain contact management system and log all meeting activity, keeping databases and shared sites up to date. Provide accurate data and information to others on functional unit processes and procedures as requested. Manage distribution lists, submit IT requests, and ensure team has required tools (e.g., hardware) to be effective.
" Work closely with other executive and regional administrative assistants and teams to increase efficiencies and provide overall departmental support. Be an advocate in representing the team in internal administrative meetings.
" Work independently to prioritize and complete team requests in a timely manner. Requests may be highly sensitive and confidential.
" Represent the team greeting guests in the office and act as main point of contact for office management including onboarding new hires, technology setup and maintaining office and kitchen supplies.
Preferred skills:
" Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
" Expert ability to work independently and manage one s time.
" Expert ability to keep information organized and confidential.
" Expert ability in event planning, budgeting, etc.
" Expert leadership and mentoring skills necessary to provide support and constructive performance feedback.
" Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
Qualifications Required:
" Bachelor's degree or the equivalent combination of education and relevant experience AND
" 3+ years of total relevant work experience
Source : TTI of USA, Inc.