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Administrative Coordinator - 19-03263

Genesys Talent Washington Full-Time
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We have an immediate need for a Administrative Coordinator for a 6 month contract in Washington, D.C (20036). This position offers the possibility of extension and/or conversion to full-time employment, and pays up to $28/hour depending on experience.

Job Summary:

Looking for someone who is self-motivated as the office setting is comparatively small. Position with mostly entail of heavy travel arrangement, Answering phones and emails for Executive, and Process expense reports. At times, you might be the only one in the office.

Job Description:

* Calendaring

* Maintain diaries for on average three Commercial Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate

* Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up

* Assist with scheduling for complex projects as requested by the Partners and/or project team

* Travel Arrangement

* Coordinate travel and accommodation, book cars, rail tickets, etc.

* Develop understanding of Partners scheduling and travel preferences

* Coordinate travel efficiently by grouping client meetings where possible ("you're in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven't spoken to them for three months")

* Timesheet and Expense Reporting

* Prepare monthly timesheets for each assigned Partners

* Prepare all expense reports

* Team Support

* Provide coverage for EAs who are out of the office to ensure seamless support to Partners

* Provide short-term coverage for Partners who may be in the midst of an EA assignment transition or who are new to the Firm

* Provide training and support to new EAs

* Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

* Office Services Support

* Log and greet all visitors, including clients, delivery persons, maintenance workers, etc. to ensure proper security is in place for guests

* Book meeting rooms and manage their logistics including general set up/cleanup of rooms, catering requests, liaising with Technology Services for audio and video conferencing requests

* Handling of incoming and outgoing mail, faxes and packages, copy/binding requests and large mailings

* Assist with new hire on boarding, conduct office tour and explanation of office procedures

* Ordering, stocking and inventory management of OW specific supplies

* Responsible for maintaining relationships with vendors; including building maintenance, overnight delivery, office suppliers and food services

* Ensure compliance with Health and Safety (both internal and external), Fire Safety, emergency/evacuation and security procedures. Set up and ensure training and compliance in all aspects of Health & Safety to include First Aid, Fire Regulations and update BCP site details in BRM database

* Oversee the OS budget

* Checking accuracy and coding all OS bills prior to passing to Finance for payment

* Organize firm events like Holiday & Summer Party, SP Day, etc., including oversight of the events budget

* Assist with OS related new hire on boarding, conduct office tour and explanation of office procedures incl. Health & Safety and ordering of entry passes

* Assist with internal office moves and refurbishment projects as needed

* Monitor and handle all OS inbox requests

* Provide content and updates for POW, our intranet site

Experience Required:

* At least three years' experience at working in an administrative or customer service position

* Experience in financial services, management consultancy and/or a professional services environment a plus

Skills and Attributes:

* 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

* Ability to think strategically and contribute to development of departmental model

* One who takes constructive feedback in stride and incorporates feedback quickly

* Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment

* 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 - Not a clock watcher or someone who is unwilling to step outside their job description

* Methodical, organized and excellent attention to detail

* Flexible attitude; embraces change, hard-working, cost conscious and results driven

* Committed to the company and add to the life and culture of the company

* Authorized to work in the United States

Technical Skills:

* Excellent Word, PowerPoint and Excel skills

* Expert knowledge of Outlook

* Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary
 

Skills required

Operation Departments
Administration
Coordinate Administrative Activity
Maintain Indexed Record
Arrange Meeting
Resolve Administrative Problem
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