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Administrative Assistant

Tekwissen

Boston, MA

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JOB DETAILS
SKILLS
Administrative Management, Administrative Skills, Applications Security, Banking Services, Billing, Business Continuity Planning (BCP), Calendar Management, Communication Skills, Computer Security, Corporate Banking, Cost Control, Customer Support/Service, Detail Oriented, Diversity, Editing, Establish Priorities, Event Management, Expense Management, Expense Reports, Facilities Management, Financial Services, IT Procurement, Interpersonal Skills, Leadership, Legal, Logistics, Logistics Management, Mail Processing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Management, Onboarding, Organizational Skills, People Management, Policy Development, Procedure Development, Process Improvement, Project Development, Project Planning, Project Tracking, Project/Program Management, Purchasing/Procurement, Reimbursement, Reporting Skills, Retail Banking, Strategic Planning, Tableau, Team Building, Team Player, Time Management, WebEx, Willing to Travel, Workforce Management
LOCATION
Boston, MA
POSTED
Today
Overview:

TekWissen is a global workforce management provider headquartered in Ann Arbor, Michigan that offers strategic talent solutions to our clients world-wide. Our client is a company who is a provider of banking and financial services. The company operates through two divisions, Retail Banking and Services, and Corporate and Institutional Banking

Position: Administrative Assistant

Location: Boston MA 02109

Duration: 6 Months

Job Type: Temporary Assignment

Work Type: Hybrid

Shift: 8.00AM-5.00PM

Job Description:
  • Global Markets & Banking Americas has undertaken an initiative to increase the efficiency of its Front Office staff by reorganizing their administrative professionals and expanding their mandate. To create a strong administrative support model while providing increased levels of service to all Front Office staff, we've pooled our administrative staff to create a unified Platform Services Team ("PST").
  • PST has two mandates: (i) office and administrative support for all Global Markets & Banking Americas Front Office staff; and (ii) management FO employee experience tasks related to new hire onboarding, internal transfers and separations.
  • This work includes user access management and oversight of the related end-to-end process improvements.
  • Daily tasks related to administration and office management include, but are not limited to: travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire on-boarding, room bookings, presentation assistance, invoicing, Business Continuity Planning, calendar and meeting management for Executive Clients, Priority Clients, organization of policies and procedures, expense reporting, client entertainment reporting, FINRA reporting, Facilities coordination, and Premises management.
  • The current role is for an Administrative Assistant who will report into the Head of Platform Services Team, Administration & Office Management manager while supporting priority clients and Global Markets & Banking Americas Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff.
  • Physical presence in the client's office(s) is an essential function of this position.
Candidate Success Factors:
  • Candidates to be measured on the following four performance drivers, which will dictate how individual impact is considered on the platform:
  • Results and Impact
  • Leadership and Collaboration
  • Client, Customer and Stakeholder Focus
  • Compliance Culture and Conduct
Responsibilities:
  • Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.
  • Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
  • Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
  • Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
  • Excellent Communications skills required - both written and verbal.
  • Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
  • Domestic and International Travel
  • Process of heavy expense claims.
  • Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
  • Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
  • Managing logistics for visitors
  • Management of incoming and outgoing phone calls
  • Maintain current e-mail distribution lists in Outlook
  • Modification and distribution of departmental reports.
  • Meeting minutes for high-level financial meetings.
  • Heavy invoice processing and external client on-boarding coordination.
  • Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
  • Prepare reports using Excel.
  • Strong knowledge of PowerPoint presentation development and editing for client meetings.
An Administrative Assistant will make use of several application systems including:
  • ivalua - Supplies and IT Procurement.
  • My IT / SailPoint - Request management tool for IT application security activities.
  • Concur - Travel scheduling and expense reporting.
  • Tom Net and Clock Net - Staff attendance and work hours tracking.
  • UPS - Express mail labeling and postage.
  • Microsoft Outlook
  • Microsoft Office Suite with a strong focus on Excel and report management.
  • Tableau
  • Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.
Required Qualifications for Administrative Assistant Position:

Education and Experience:
  • Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services.
  • 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
  • Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
  • Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.
Technical Skills:
  • Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
Administrative Skills:
  • Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.
  • Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing.
  • They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality.
  • Be an excellent team player.
Excellent organizational skills:
  • Must have the ability to multitask and prioritize work based on potential impact.
  • An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
  • Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism

TekWissen® Group is an equal opportunity employer supporting workforce diversity.

About the Company

T

Tekwissen

WE THE TEKWISSEN PEOPLE

TekWissen offers you a broader portfolio of services, industry-leading solutions, and the meaningful innovations that give you greater flexibility and speed to respond to market dynamics, reduced costs and risk to improve enterprise performance, and increased productivity to enable growth.

To keep pace with global market demands, TekWissen keeps its finger on the pulse of change. Our organized approach to guiding a project from its inception to closure. Managing projects is becoming more and more important as we enter the digital era. To cope with the pace that this transition demands, a method is required to manage projects so they can yield quality work, while incorporating efficient use of time and resources.

Project involves identifying which quality standards are relevant to the project and determining how to satisfy them.

It is important to perform quality planning during the Planning Process and should be done alongside the other project planning processes because changes in the quality will likely require changes in the other planning processes, or the desired product quality may require a detailed risk analysis of an identified problem. It is important to remember that quality should be planned, designed, then built in, not added on after the fact.

Capabilities and accomplishments in one TekWissen business enhance the opportunity for success in the others. Put simply, TekWissen's unique combination of attributes promotes success.



COMPANY SIZE
100 to 499 employees
INDUSTRY
Computer/IT Services
FOUNDED
2009
WEBSITE
http://www.tekwissen.com/

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