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Russell Tobin · 1 day ago

Administrative Assistant

Cohoes, NY

Contract

Onsite

Senior Level

$25/hr - $25/hr

5+ years exp

Russell Tobin is seeking an Administrative Assistant to provide administrative support to various advisors and account managers in a dynamic team environment. The role involves maintaining detailed calendars, coordinating travel arrangements, and handling confidential client information while ensuring effective communication with high-level business leaders.

ConsultingHuman ResourcesLegalStaffing Agency

Hiring Manager

Ankita Yadav

Responsibilities

Provide administrative support to various advisors & account managers in a dynamic team environment and provide backup team support as needed

Maintain and coordinate detailed calendars including internal & external meetings and conference calls, prioritizing meeting requests and related logistics

Coordinates logistics for client calls & advisor meetings that include scheduling, teleconference rooms and calendar conflicts on an ongoing basis

Coordinate travel arrangements and processes expense reports in a timely manner

Handle highly confidential and sensitive client information with the utmost discretion

Prepares and distributes department correspondence, memos, letters, reports or other documents as requested

Interacts with high level business leaders in a professional and effective manner

Organizes and ships materials to clients. Responds and follows up on client requests

Supports the onboarding and integration of new hires on team as well as new client accounts, including performing the relevant data entry processes

Maintains understanding of firm policies and handles certain issues independently

Responsible for participation in ad-hoc and general administrative duties including but not limited to copying, scanning, filing, faxing, archiving, inventory ordering, invoice submissions, shipping, mail and check related processing

Qualification

MS Office SuiteConfidential information handlingExpense platformsInterpersonal skillsProblem solvingOrganizational skillsTeam playerCommunication skills

Required

Experience supporting high level executives and/or financial advisors in complex environment, preferably in financial services, private sector or government

Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information

Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication

Extreme attention to detail and organizational skills, with ability to prioritize tasks

Quick learner and self-starter with excellent anticipation skills

Pro-active problem solver and independent thinker; ability to follow-up as often as necessary

Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment

Highest degree of integrity, professionalism, and diplomacy is required

Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required

Familiar with expense platforms such as SAP Concur

Supportive team player with a positive attitude

Ideal candidate has at least 5+ years of experience