Currently, we are seeking an Executive Assistant to join our Capital Markets Group in our Downtown office.
• Create, update and close transactions in proprietary database according to established standards
• Manage expense report preparation in PeopleSoft. Submit expense reports, track status, reconcile corporate charge card statements and respond to any audit inquiries
• Manage marketing lists and update contacts in client relationship management (CRM) tool; run reports; assist with large data entry projects
• Assist as requested, in the preparation of business development presentations and responses to Request for Proposals submitted by client prospects
• Proactively anticipate upcoming projects and needs of supported manager(s) by prioritizing, communicating and balancing the workflow; Show initiative in taking ownership of all projects through completion
• Assist with researching industry related news for sharing via social media, specifically LinkedIn
• Manage and maintain executive calendars: accept or decline meeting requests appropriately; schedule meetings
• Assist with travel arrangements through internet based travel system
• Perform general administrative duties such as answering phones, filing, faxing, copying, processing mail and scheduling meetings
• Assist in the coordination of client and internal meetings and special events
• Use good business judgment when responding to the needs of clients, both internally and externally
• Perform other related duties as assigned
• 5+ years experience as Administrative Professional or equivalent experience; 2 yr Associate's Degree or higher preferred
• Real estate experience preferred but not required
• Microsoft office product knowledge – Outlook, Excel, PowerPoint and Word
• Experience with CRM a plus but not required
• Communicate professionally, in a clear and concise manner
• Work independently with minimal supervision; Have the ability to work with all levels of management
• Be a team player, dealing effectively with coworkers and internal clients at all levels.
• Strong analytical, organizational, interpersonal and verbal / written communication skills required
• Attention to detail and accuracy mandatory
• Demonstrated time management skills
• Ethical judgment: Treats confidential information appropriately. Exercises discretion in an ethical manner
• Maintain a professional work environment at all times and comply with the company’s dress code policy
• Demonstrate prompt and consistent attendance
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