Job Description

We are searching for a highly motivated Administrative Assistant to provide floating coverage throughout Asset & Wealth Management. This role is 5 days in office, 40-hour work week. OT eligible.

Job title: Administrative Assistant

Location: New York, NY, United States

Duration: 6 months

Pay rate: $30/hr - $35/hour

Job Summary

Department: WM Leadership Assistants

Job Category: Administrative

Job Title: AWM - WM Leadership Assistants - Administrative Assistant (Floater)

Duties: Client Asset & Wealth Management

Floating Administrative Assistant – Contingent Worker

Duties & Responsibilities

Flexibility to provide dynamic administrative support varying teams and cover where necessary in a team-oriented environment

Proactive and detailed calendar management across multiple time zones , prioritize meeting requests, including coordination of complex meetings and phone/video conference calls for those within the coverage assignment

Manage a high volume of incoming phone calls ; take detailed and accurate messages while interacting with high level business leaders and clients in a professional manner

Coordinate travel arrangements as required and provide travel logistics & itinerary support

Process expense reports in a timely manner for those within the coverage assignment

Arrange internal and client meetings on and off the Client campus – working with local conference services to book conference rooms and catering, register guests, ensure materials organized

Perform general administrative duties including but not limited to copying, scanning, mailing, archiving and other ad hoc projects as requested

Handles highly confidential and sensitive client information with utmost discretion

Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required

Adhere to Compliance regulations and gain the relevant approvals

Skills: Skills & Qualifications Required:

Experience as an Administrative Assistant supporting executives in a complex environment, preferably in financial services, private sector or government

Comfortable operating in a dynamic environment working across multiple different teams / executives as needed.

Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally

Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment

Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.

Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.

Quick learner and self-starter with excellent anticipation skills.

Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.

Highest degree of integrity, professionalism, and diplomacy is required.

Strong proficiency in MS Word, Excel, PowerPoint, Outlook and Zoom is required.

Familiar with travel & expense platforms such as SAP Concur or Client Global Business Travel

Supportive team player with a positive attitude.

Education

Bachelors degree preferred

Benefits Disclosure

“Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”

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