Administrative Assistant

Our client is seeking an Administrative Assistant to join their team! The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership. This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure.

• Pay rate: $35-$37 per hour
  
  
  

Responsibilities:


Travel

• Arrange all aspects of business travel including conferences and client/broker events. This will usually involve flights, hotel, ground transportation and lunch/dinner bookings Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log
• Ensure team members have any visas, all documents, papers and itineraries necessary for travel Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices
  
  
  

Meetings and Entertainment/Lunches/Dinners

• On behalf of team members, coordinate meetings with clients/brokers/vendors
• Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below
• Manage all aspects of bookings and catering for client/broker lunches and dinners
• Book taxis for our employees and clients Prepare and organize printed materials and binders for meetings
• Other related support
  
  
  

Customer Relationship Management (CRM) – if applicable

• Track client related meetings/events (including overseas meetings) in our CRM System
• Collect business cards and update contact details in CRM or following up with meeting organizer for client's contact if not known; make changes to client profiles
• Develop working knowledge of clients/brokers and Company names
  
  
  

Expenses

• All aspects of timely expense management (in Concur and Dynamics 365) for team members, including: Use receipt images in Concur or gather receipts for business travel promptly after such travel and document the business purpose
• Set up expense reports on at least a monthly basis
• Follow-up to secure any expense approvals
  
  
  

Visitor Log

• Be the coordinator for any visitor log requests
• Communicate with other Executive Assistants as to who is coming in and details of visit.
• Arrange desk assignments for underwriting visitors
  
  
  

General / Office / Other

• Provide administrative support for group meetings, whether onsite or offsite
• Provide back-up support for vacationing other administrative roles
• Assist with ad hoc projects
• Participate in the local and global Admin Team support team meetings
• Communicate with external contacts to exchange information as needed
• Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
• Prepare FedEx shipments
• Assist with mail collection and distribution for your respective team(s)
• Manage confidential affairs
• Maintain good working relationship with internal contacts
• Manage changing circumstances as they happen, sometimes on short notice
• Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time.
  
  
  

Qualifications:

• Experience working in a matrixed global organization working across functions and geographies.
• Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include with senior management, internal clients, external clients and brokers.
• Works efficiently, accurately and exercises common courtesy under time pressure situations. Is a team player and demonstrates a cooperative attitude.
• Must possess excellent oral and written communication skills.
• Receptive to new ideas and is well organized.
• Reacts effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities.
• Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner at all times.
• Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different ‘share’ platforms ie: SharePoint, Office 365.
• College degree preferred
• 2+ years of administrative assistant.
• Experience in the Financial Services at a minimum with industry experienced preferred.
• Requires sitting at a computer in an open collaborative seating environment with varying exposure to noise.
  
  
  

If you meet the required qualifications and are interested in this role, please apply today.

The Solomon Page Distinction

Solomon Page offers a comprehensive benefit program for hourly employees. We pride ourselves on offering medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers - which sets us apart in the industries we serve.

About Solomon Page

Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, and LinkedIn.

Opportunity Awaits.