Madison-Davis Client
Temp to Perm Role
Overview:
This position supports Senior Leaders within the Americas Compliance Division, providing organizational and administrative support in such a way as to enable them to be optimally productive.
Responsibilities:
Relationship Management
- Build relationships with clients and client Executive Assistants, internal Senior Management and their Executive Assistants, and other external relationships including Japan-related organizations
- Maintain and update current list of contacts and business activities
- Manage reminder files (tickler files) and prompt follow-up calls and meetings
Communication
- Proactively share information, and as needed, with other stakeholders (internal and external)
- Calendar Management
- Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
- Assist with scheduling for projects and activities as requested
Daily Administration
- Manage document creation, distribution and filing as necessary
- Manage storage or disposal of confidential information
- Answering phones, taking messages
- Assist in drafting business speeches, talking points, letters and memos
- Having the judgment and taking the initiative to solve those issues that the Executive Administrative Assistant can take forward unilaterally
- Applying the judgment to prioritize work and responsibilities, and provide sound business context and rationale for decisions and actions
- Assist with special events (town halls, perhaps client events, new communication initiatives, etc.)
Travel Arrangement
- Coordinate travel and accommodation, book cars, rail tickets, etc.
- Develop understanding of scheduling and travel preferences
- Coordinate travel efficiently by grouping client meetings where possible
Expense Reporting
- Prepare all expense reports
Qualifications:
- At least five years’ experience working in an administrative position for an executive. Experience in financial services environment a plus
- Bachelor’s degree preferred
- Touch typing speed of 50-60 wpm and/or a formal typing certification
- Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
- Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
- Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
- Maturity, poise and judgment
- Ability to maintain and respect confidentiality
- One who takes constructive feedback in stride and incorporates feedback quickly
- Ability to manage a heavy work volume and meet deadlines
- Ability to undertake projects and produce quality and timely results
- Self-starter, strong initiative, confidence and ability to work with little guidance
- Collaborative team player
- Positive attitude, sense of fun: is collegial and friendly
- Ability to juggle several tasks at once, to prioritize and manage own time
- Methodical, organized and excellent attention to detail
- Flexible attitude; embraces change, hard-working, cost conscious and results driven