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ISDA · 4 hours ago

Administrative Assistant

Washington, DC

Full-time

Onsite

Mid Level

3+ years exp

ISDA is seeking an Administrative Assistant to provide support to managers and professional staff in the U.S. Public Policy and Legal departments. The role involves scheduling meetings, preparing expense reports, and managing various administrative tasks while interacting with both internal and external stakeholders.

AssociationFinancial ServicesInsuranceRisk Management

Work & Life Balance

Responsibilities

Provide administrative support to U.S. Public Policy and Legal staff members

Schedule and organize complex activities such as meetings, travel (domestic and international), and department activities across multiple time zones

Book domestic and international travel for staff following budget and approval guidelines

Be proactive in anticipating needs for meetings, ensuring travel, paperwork, attendee lists, reports, files, pre-meets are organised and if relevant attended

Respond quickly to the changing requirements and travel plans of the team when required

Coordinate conference room bookings, refreshments, and hybrid meeting logistics

Process managers’ expenses and invoices in Concur in a timely manner, with minimal supervision required

Help type and format letters, design general correspondences, memos, PowerPoint presentations, charts, tables, graphs, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes

Assist in distribution as required

Act as a liaison with other departments and outside agencies, including high-level external and internal staff

Handle confidential and non-routine information and explain departmental policies when necessary

Work collaboratively with administration team during busy times and on various communal tasks

Provide customer support – written and verbal – for Protocol Management and Library Enterprise utilizing Jira and Jira Service Management

Provide back-up support to administration team when covering for other Assistants and when required

Depending on manager’s requirements, it may be necessary to take minutes at meetings and on conference calls

Answer phone calls and direct accordingly to the appropriate department

Work with building security in preparation for visitors; greet visitors when they arrive

Create work orders as needed

In coordination with the Office Manager, order and stock office and pantry supplies

In coordination with the Office Manager, process incoming and outgoing mail

Assist with office events as needed

Qualification

Microsoft OfficeMS TeamsZoomSAP ConcurJiraAnalytical abilityCommunication skillsInterpersonal skillsAttention to detailOrganizational skills

Required

Provide administrative support to U.S. Public Policy and Legal staff members

Schedule and organize complex activities such as meetings, travel (domestic and international), and department activities across multiple time zones

Book domestic and international travel for staff following budget and approval guidelines

Be proactive in anticipating needs for meetings, ensuring travel, paperwork, attendee lists, reports, files, pre-meets are organised and if relevant attended

Respond quickly to the changing requirements and travel plans of the team when required

Coordinate conference room bookings, refreshments, and hybrid meeting logistics

Process managers' expenses and invoices in Concur in a timely manner, with minimal supervision required

Assist in distribution as required

Act as a liaison with other departments and outside agencies, including high-level external and internal staff

Handle confidential and non-routine information and explain departmental policies when necessary

Work collaboratively with administration team during busy times and on various communal tasks

Provide customer support – written and verbal – for Protocol Management and Library Enterprise utilizing Jira and Jira Service Management

Provide back-up support to administration team when covering for other Assistants and when required

Depending on manager's requirements, it may be necessary to take minutes at meetings and on conference calls

Answer phone calls and direct accordingly to the appropriate department

Work with building security in preparation for visitors; greet visitors when they arrive

Create work orders as needed

In coordination with the Office Manager, order and stock office and pantry supplies

In coordination with the Office Manager, process incoming and outgoing mail

Assist with office events as needed

Associate's degree required, Bachelor's degree preferred

3+ years of administrative assistant experience preferred within a financial institution or in a fast-paced business environment

Must have strong working knowledge of Microsoft Office (MSWord, Excel, PowerPoint, Outlook, Teams)

Efficient with MS Teams and Zoom

Must have strong communication and interpersonal skills and the ability to interact and communicate with individuals at all levels of the organization

Ability to handle sensitive and confidential situations with diplomacy and tact

Working knowledge of secretarial, office administrative procedures, use and operation of standard office equipment

Continual attention to detail in composing, word-processing, and proofing materials, establishing priorities and meeting deadlines

Analytical ability in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work

Must be able to deal with busy and demanding schedules, working well under pressure, be able to prioritize and multi-task within a changing environment

Work autonomously but also be a strong team-player, assisting the other admin assistants with general shared responsibilities

Strong written, verbal, and organizational skills and strong attention to detail

Preferred

Bachelor's degree preferred

3+ years of administrative assistant experience preferred within a financial institution or in a fast-paced business environment

Knowledge of SAP Concur a plus

Knowledge of Jira a plus

Experience or knowledge with international travel booking a plus (e.g. visa requirements and application processes)

Company

ISDA

Since its founding in 1985, the International Swaps and Derivatives Association has worked to make over-the-counter (OTC) derivatives markets safe and efficient.

Founded in 1985

New York, New York, USA

51-200 employees