Provides comprehensive office support to senior executives and their teams, including appointment scheduling, calendar maintenance, meeting coordination, travel arrangements, expense report administration and special projects, as needed. In some locations may be the site point of contact on administrative office responsibilities.
Provide comprehensive administrative support to senior executives
Perform administrative functions including screening and directing calls, taking messages, managing correspondence and email distribution, creating, receiving and distributing Fed-ex packages, printing documents, photo copying, faxing, binding/assembling presentations books and meeting documents
Organize meetings including scheduling participants and meeting rooms, coordinating meeting logistics and travel arrangements
Prepare expense reports
Serve as a liaison to communicate with customers, employees, and other individuals to answer questions, disseminate or explain information and address complaints as needed
May support HR recruiting functions, including coordinating interviews, submitting background checks, assisting with offer letter details
May provide new hire support including ensuring systems access, parking, desk-top set up arrangements, badge access etc.
May assist with new hire orientation, new hire documentation, new hire badges, and other new hire related tasks
Process and manage company forms and paperwork
Partner with Corporate facilities on space planning and implementation activities
Manage the requisition of service calls to maintain copiers, printers and other office equipment and partner with facilities for building issues and needs. Create requisitions for furniture, walls, computers, etc.
Directly manage and oversee the resolution of facilities issues through applicable vendors:
Ensure appropriate supplies are ordered such as break room supplies, beverages, ice machines, vending machines, etc.
Oversee and ensure admin projects are appropriately resourced
Perform other related duties as required and assigned
Demonstrate behaviors which are aligned with the organization's desired culture and values
Ideal Candidate will have the following:
Must be discreet and maintain confidentiality of sensitive documents and other matters that one might see or encounter
Must be highly proficient in Excel and Word
Must be a team player with strong attention to detail and able to work independently
Proven track record at delivering timely and accurate information in a fast-paced environment
Excellent critical thinking, problem solving, mathematical skills and sound judgment
Financial Services and, if possible, mortgage industry experience preferred
Strong business acumen and ability to interface with executive management
Years of Experience:
High School Diploma/GED