Under minimal supervision, performs advanced administrative and confidential assignments. Exercises considerable discretion and independent judgment and can handle outside contacts with finesse and diplomacy. Plans, organizes and schedules work according to standard procedures. Requires extensive knowledge of company operations and organizational procedures. May require regular use of technical and business vocabulary. Reports to Administrative Vice President and reports to and supports Officers and junior financial staff.
Maintain a professional work environment at all times and comply with company dress code.
Participate in and support firm initiatives.Attend and participate in administrative meetings.
Be a team player.Respond to requests for assistance from other business units and groups as required and offer assistance during down times.
Perform administrative duties in an efficient and timely manner.Seek ways to improve efficiency.
Enter all deal information into Salesforce, obtaining missing information through research or supported staff.Track progress and relevant information pertaining to engagements and be thoroughly knowledgeable of the engagement and deal process.
Coordinate and plan closing dinners for the team.
Help with management of the recruiting process for financial candidates.
Distribute Lucites to send to clients, buyers and other related contacts.This includes creating cards that will accompany the Lucite and congratulatory labels as well as packing and shipping the items.
Coordinate travel, hotel accommodations and meetings.Research available options and set up off site meetings and closing dinners as required.
Set up and maintain various office files, logs, listings and manuals.
Read and route incoming mail.Locates and attaches appropriate file to correspondence to be answered by supported staff.
Greet clients, ascertain nature of business and route visitors to employer or appropriate person.Set up clients meeting facilities as required.
Schedule meetings, travel arrangements and maintain calendars accordingly.
Screen telephone calls; message taking; coordinate conference calls.Back up phone for other IG admin staff.
Back up Officers supported by other administrators as required.
Prepare expense reports for supported staff in a timely manner.Insure submissions are in line with corporate expense reimbursement policies.
Makes copies of correspondence or other printed matter as requested.
Be a team player, dealing effectively with co-workers and internal clients at all levels.
Assist with training administrative assistants at all levels on business line procedure and report preparation as required.
Perform related duties as assigned.
Excellent administrative and word processing skills.
A minimum of five years directly related experience in an advanced administrative position, preferably in a financial or consulting environment.
Intermediate or advanced knowledge and ability to complete word processing tasks (correspondence, reports, memos, proposal, charts, agreements, Power Point presentations).
Demonstrates good decision making skills and can make decisions with moderate supervision.
Must have excellent analytical skills.
Strong interpersonal skills, ability to work with all levels of staff members.Be a team player, dealing effectively with co-workers and internal clients at all levels.
Ability to communicate professionally in a clear and precise manner.
Ability to exercise good business judgment when responding to the needs of clients, both internally and externally.
Possess outstanding organizational skills.
Must be detailed-oriented.
Ability to multi-task, prioritize and manage the completion of projects in an efficient and timely manner with some supervision.
Strong written and verbal communication skills.Intermediate to advanced oral and written communication skills (spelling, grammar, and punctuation).
Equal Opportunity Employer M/F/D/V