The Senior Administrative Assistant performs a wide variety of tasks such as typing, formatting, and editing correspondence and reports; organizing and correcting computer-based records and files; organizing and preparing materials for use in presentations; scheduling meetings and events; assisting telephone callers and visitors; and providing related assistance to one or more director, counsel or officer and attendant staff.
This is very highly skilled technical or administrative work in which incumbents are experienced in their assigned roles and working under direct supervision.
Essential Job Functions:
Types, formats, and edits non-routine correspondence, reports, forms and related documents.
Answers the telephone, screens and routes calls and takes messages for senior staff.
Provides information as appropriate; greets and assists visitors.
Receives opens, copy, file and routes mail for staff.
Prepares mail for pick-up, including certified and express mail.
Assures that documents and materials are copied, collated, and distributed as required.
Creates routine correspondence, reports and forms in support of department including Advance Notification Letters/documentation, SEC referrals, Advisory letters and Cautionary Action letters.
May prepare code of procedure and other legal forms and issue/track complaints.
In response to program audits, gather and copy requested information.
Copy and/or scan documents into Documentum, STAR, ACMS or to a shared drive for staff.
Makes travel arrangements, obtains confirmations, and prepares travel expense reports.
Place service requests (failing equipment, cleaning requests, etc.) through Property Management or the Technology Help Desk; if there is a cost involved, notify the Office Manager before authorizing the work.
Working with Office Manager or department senior admin, order, stock and distribute stationary, forms, office supplies, equipment and furniture.
Schedules and organizes meetings, luncheons, and events. Obtains information and materials and prepares reports in anticipation of meetings.
Assist staff in setting up training facilities including making room reservations and setting up projection equipment/laptops.
Organizes files and computer databases (SEC referrals; WIAT, STAR, ACMS, VISTA, etc.) and makes updates to information in files; may include entering forms into and retrieving information from a database/system, tracking client reporting information and sending referrals and advisory letters via third party websites. Create STAR/ACMS matters, monitor and track all facets of case/examination milestone status.
Assures all records and maintained in accordance with Association and Department policies and that files are sent to archive at the appropriate time and all paperwork is obtained.
Perform Bluesheet requests and retrievals. May monitor team e-mail in-boxes.
Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
Technology/LAN Administration (in the absence of a local administrator): May set up laptops for new location moves and collect equipment when employees depart.
Participate in weekly LAN Admin calls and in crisis management calls (adverse weather conditions, etc.) that may have an impact on office technology.
Conduct generator testing which entails scheduled shutdowns and reinstating service. Independently conduct UAT testing and pinging the system.
Test new programs and install new software as required. Reset static IP addresses as necessary.
Ensure all computer equipment remains online and report trouble calls for staff as necessary.
Assist with minor work in the IDF room/tech labs as necessary.
May serve as backup to other administrative staff (including Office Manager) in that person's absence.
Stocks, and distributes stationary, forms, office supplies as necessary.
May supervise and provide direction to administrative or clerical employees.
High school diploma or equivalent; Six years of related administrative experience; Knowledge of office procedures, grammar, punctuation, and spelling; Ability to work with sensitive and confidential information; Proficiency in the use of word processing, spreadsheet, and presentation software; Keyboard 55 words per minute.
Work is normally performed in an office environment.
Occasional travel may be required.
Some overtime may be required.
Occasional lifting of boxes weighing up to 30 lbs. may be necessary.
To be considered for this position, please submit a cover letter and resume. A writing sample may be required as part of the submission.
The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required.
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In addition to a competitive salary, comprehensive health and welfare benefits, and incentive compensation, FINRA offers immediate participation and vesting in a 401(k) plan with company match. You will also be eligible for participation in an additional FINRA-funded retirement contribution, our tuition reimbursement program and many other benefits. If you would like to contribute to our important mission and work collegially in a professional organization that values intelligence, integrity and initiative, consider a career with FINRA.
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