Administrative Assistant (Level III)

Job Title: Administrative Assistant (Level III)

Location: Pennington, NJ

Pay: [Insert Pay Range]

Position Summary

• Performs diverse, advanced, and confidential administrative support functions for the Business Management and Controls Leaders as well as the Pennington team.
• Relieves management of administrative details; gathers, compiles, and reports information relevant to/for department.
• Manages a number of different and often conflicting objectives, projects, or activities at one time.
• Communicates with executives and line management to gather or convey relevant information.
• Involved in high-level client contact and exposure to sensitive information, requiring considerable tact, diplomacy, and judgment.
• Possesses advanced administrative and analytical skills.
• Maintains thorough knowledge of a variety of software programs while consistently striving to develop and advance skills.

Responsibilities

• Maintains detailed calendars and prioritizes meeting requests and related logistics.
• Schedules complex meetings requiring coordination of multiple calendars.
• Coordinates travel arrangements and processes expense reports in a timely manner according to policy.
• Works with general bank systems (e.g., Concur and Corporate Travel), expense policies, and MS Office Products (including Outlook, Word, Excel, PowerPoint), WebEx, and GEP Smart.
• Serves as floor support, including building access management.
• Acts as onsite POC for traveling client team members ensuring access and accommodations.
• Coordinates site-specific events, including catering orders, coordination, and post-event clean up.
• Handles supplies ordering and maintenance.
• Manages printer maintenance, ordering paper/ink, and ensuring proper functionality and tidiness.
• Executes adhoc maintenance requests.
• Assists with signage and maintaining the floor for BMC.
• Collects and coordinates equipment returns for exiting resources.

Primary Skill

• Microsoft Office

Secondary Skill

• [Insert Secondary Skill]

Tertiary Skill

• [Insert Tertiary Skill]

Required Qualifications

• Ability to think proactively and balance multiple needs and requests.
• Polished professional with strong written and verbal communication skills.
• Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint, Visio).
• Highly organized with strong attention to detail.
• Excellent time management; able to effectively prioritize.
• Self-starter, proactive with ability to juggle multiple responsibilities and reprioritize tasks based on new information or shifting deadlines.
• Ability to work effectively under pressure, adapting to unexpected events, responding well to change.
• Ability to learn quickly and take on new responsibilities.
• Must have excellent judgment, be an independent thinker, and be resourceful.
• Ability to handle highly sensitive, confidential, and non-routine information.
• Strong interpersonal skills: comfortable working with people at all organizational levels and able to adapt to diverse perspectives and styles.
• Accuracy/quality control must demonstrate accuracy and thoroughness and monitor own work to ensure quality.
• May assist other senior members of the leadership team when needed.
• Experience supporting more than one line of business executive with demonstrated ability to manage multiple & competing priorities.

Desired Qualifications

• Must be well versed in Concur or other Travel & Expense software.
• 2 years of administrative assistance experience.
• Experience engaging with executive stakeholders, across multiple locations and geographies.
• Strong partnering skills.
• Familiarity with bank processes, structure, and enterprise tools.