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May initiate responses to correspondence for manager signature, May schedule and coordinate meetings and facilities which may include travel and lodging arrangements, May order office supplies and prepares and processes unit purchase requisitions and vendor invoices, Furnishes and obtains information for internal and external clients and/or contacts, Processes and maintains information of a highly complex and confidential nature dealing with issues of substantial importance to the Company, Handles or resolves matters which may develop in manager's absence, Provide direct administrative support for a Managing Director and other team members in the Chicago office as needed, including answering telephone, word processing, compiling meeting materials, photocopying, filing, vouchering, maintaining/ordering supplies, sorting and distribution of department mail and faxes, Organize and manage registration, hotel and general travel arrangements for offsite meetings, conferences and seminars for multiple team members, Enter and/or obtain loan data into/from the Companys business system (Salesforce), Prepare, arrange, compile and assemble materials for client visits and other team projects, Maintain trade association memberships and subscriptions, Prepare spreadsheets and/or powerpoint presentations of moderate to significant complexity, May perform Paymaster duties for the team, Provide back- up administrative support to other administrative assistants in the department/office as needed, A minimum of 2-4 years of administrative experience strongly preferred, A high degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity required, Excellent interpersonal skills, dependability and the ability to communicate with all levels in and outside of the organization required, Excellent judgment and discretion required in handling confidential information, Excellent organizational skills with the ability to prioritize and multi-task required, Ability to compose routine letters and/or emails needed, Proficiency with Microsoft Office computer programs, specifically Word, Excel and PowerPoint, Adapts procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals, Minimum 5+ years of experience in a Senior Administrative Assistant role working in a fast-paced environment supporting multiple executives and their teams, Superior verbal and written communication skills including excellent phone etiquette, 4+ years’ experience supporting executive level management in pharmaceuticals, Excellent written & oral communication skills, Ability to present one's self in a professional manner, respect for confidentiality and ability to manage individual relationships with diplomacy, Highly pro-active with the ability to plan and manage tasks and long term projects, Provide back up support for a senior executive, working closely with executive's assistant, Provide general office management such as new hire and contractor on boarding /termination checklist arrangements; space arrangements/real estate for the group; ordering supplies/equipment, visitors’ requests, mail room, printing and binding, and IT issues, Screen JPMorgan research reports in relation to the sector/companies in the bankers’ coverage universe, Highly proficient in general office procedures (e.g., filing, correspondence, arranging meetings), Superior oral and written communication skills - able to generate high quality emails and messages to individuals at all levels of the organization; proactive and polished manner, Bilingual (fluent in English and functional in French), Excellent telephone manner and coverage within the group, Able to work with minimal supervision, works well individually and in teams, shares information, and supports colleagues. Proactively manage itineraries/meeting planning based on guidelines from manager, Submitting expenses and processing invoices, Working with Department technical personnel to keep computer functions and applications such as Outlook, etc., printers and mobile communication devices operative, Ensuring a sufficient stock of office supplies is available and order more when necessary, Other responsibilities and projects, as deemed required, Strong PC skills (fluent knowledge of MS Word, Excel, and PowerPoint), Exhibits increased proficiency in duties and expanded knowledge and application of software packages, Effective interpersonal skills, energetic, Ability to prioritize workload from multiple sources, Ability to master the firm's administrative procedures in order to handle administrative matters with minimal daily supervision, Make travel arrangements and process travel expenses for reimbursement, as needed, Create and revise documents: letters, memos, spreadsheets and presentations, Manage database files. Worked directly with 3 Partners in Audit. ), functional, Completes a broad variety of administrative tasks. Certification - Certified Administrative Professional. reports, Respond to ad hoc requests (filing, copying, etc.) and closing files. ), Excellent Customer Service skills and good trouble shooter, Ability to work in a very fast paced and dynamic environment, Contactclients and employees to schedule meetings and confirm appointments, Operate with a sense of urgency with strong attention to details, Maintain familiarity with all policy and technology updates; troubleshooting and processing technological request, Processing of T&E expenses, calendar management, mail distribution, preparation of FedEx/DHL packages, faxing, answering phones, binding presentations, scanning and photocopying, Must have strong organizational skills, time management skills and excellent interpersonal skills, Enthusiastic, self-motivated, effective under pressure, and flexible - Self starter with the ability to work in a high pressure environment, Readily accept responsibility and proactively identify opportunities to provide assistance, College degree preferred but not required, Three years of administrative experience required, Basic clerical experience such as maintaining files and records, typing, proofreading, answering telephone, coordinating conference room assignments, confirming appointments and/ormaintaining calendars, Possess strong analytical, problem solving and communication skills, Experience coordinating domestic and international travel arrangements (i.e. He/she will anticipate and resolve administrative needs including last minute meeting requests, unforeseen calendar changes, unexpected travel reservations with ease, autonomy, and proper follow through. He/She will take ownership of assigned administrative processes and be proactive and precise in helping to execute a high profile governance team meeting. This way, you can position yourself in the best way to get hired. Coordinated firm issued reports and letters, such as, SAS 114, SAS 115, Material Weakness and Representative letters. Ensure confidentiality, As needed, coordinate new hire requirements (welcome package, request office equipment, applications and building access), Provide general department support including but not limited to: mailing various marketing materials, ordering subscriptions and office supplies (manage inventory); overseeing storage room and sorting mail and maintaining the mailroom, Work effectively as a team member but also independently, 1 -3 years of administrative support experience is required, 3-5 years of financial services and/or client service experience preferably in the Retirement industry, Demonstrated intermediate level proficiency in Microsoft Office suite, all applications, Basic knowledge of Prudential business, administrative procedures and investment products is a plus, Demonstrated experience supporting financial services professionals, Can operate autonomously but also serve as a strong team contributor on a diverse and matrix team, Excellent organizational skills with the ability to successfully juggle multiple priorities, Strong analytical skills with a high degree of attention to detail, Demonstrated ability to proactively identify process improvements in an effort to improve productivity and efficiency, Strong and attentive listening skills with the ability to analyze the situation, ask necessary questions, and draw appropriate conclusions, Ability to maintain confidentiality and professionalism at all times, Co-ordinate both domestic and international travel, Room booking, arranging teleconference facilities as required, Typing of letters, memos, emails etc with minimal supervision, Telephone liaison, internally and externally – telephone screening, General office administration including filing, photocopying, Other adhoc duties that arise on a day to day basis, Responsible for administrative duties, such as co-ordination of administrative/departmental procedures, and distribution/collection of information, Co-ordinator for sensitive personnel related documents, Scheduling appointments and performing other duties related to maintaining senior Legal Executives’ schedules as well as for VIP visitors from other locations, Support of the warrants, CBBCs and Flow ELN lawyers’ documentation requirements through initial first cut drafting of templated documents (including listing documents), and general familiarization with these businesses (essential), Assisting the flow product lawyers with certain filing requirements of relevant listing documents, Experience working as a PA in the financial services sector preferable, Maintains a high degree of independent judgment, discretion, and knowledge of organization, policies and personnel, Works independently under general instructions on a large variety of special projects; managing own schedule and time, to be present, prompt and effective, Alerts Market Manager daily with any issues with data gathering efforts, Respectfully assertive and consistently proactive with Bank Managers and branch colleagues; follows up with Bank Managers as needed to ensure on time collection of data, Manages the market's FTE database, adjusting and manipulating staffing/FTE compliment so all colleagues are reflected accurately. Examples of Achievements for an Administrative Assistant Resume. reports, Coordinate/administer department programs (recognition, timekeeping, budgets, supply management, etc. Process purchase orders via SRM/ SAP, 10% of Time:Complete monthly expense reports via Concur system, 10% of Time:General filing, document processing, ordering office supplies, liaison with IT, 10% of Time:Coordinate domestic and international travel (flights, transportation & accommodation), College degree with 5+ years of previous admin experience, Strong knowledge of Outlook, Work, Excel and PowerPoint, Ideally someone who has experience working in a confidential environment, Event planning experience strongly preferred, Manage complex business and travel calendar and executives’ schedules; communicate changes to those affected in a timely manner, Manage complex schedules and meetings with multiple advertising agencies and other vendors, Timely and accurately complete, reconcile and submit invoices and expense reports, Review emails, prioritize information by importance, flag urgent matters in a timely and appropriate manner, Demonstrated ability to handle completing priorities and tight deadlines simultaneously while maintaining quality, Assist with budget (research to make sure expenses are allocated to the correct expense codes), Review and approve travel expense reports, Log and handle accordingly Gifts and Entertainment for the Office of the CEO, Serve as back-up for the Office of the CEO staff, Minimum of 8 years’ experience providing support to a senior level executive, preferably in a financial/insurance services organization, Bachelor's degree and/or equivalent work experience, Documentation preparation, including presentation materials and policy and procedure documentation, Manage calendars; organize meeting set up/physical logistics, conference call arrangements, and occasional special event planning. Created and distributed company-wide communications via email and intranet portal (e.g., organization announcements, newsletters, employee relations messaging and health & wellness programs). Participate in cross-organizational administrative processes, etc, Back up to other administrative assistants in the business unit as needed, 3+ years’ experience in a similar role or capacity, Associate (2-year) degree or equivalent required; bachelor’s degree preferred, Proficiency w/ computer programs (MSWord, Excel, PowerPoint, Access) and administrative programs (Outlook, Ariba Buyer, XMS, Concur, etc. Created and maintained work plans for nine departments under Vice President of Network Services. Programmed all two-way radios and set up employee voicemail systems. Create and distribute general correspondence for team meetings. Prepares and/or participates in the preparation of the budget for the department. The incumbent will look for ways to improve current processes and to consistently produce high-quality results. Contacts company employees at all organizational levels to gather information. Works with Business Analysts to develop and produce customized reports, and ensure data quality is maintained on behalf of the business. Logs and verifies departmental expenses and develops and maintains an efficient diary and filing system to ensure reports, correspondence and financial documentation are maintained and readily available, Manages an inventory of office resources in accordance with demand management guidelines to ensure adequate suppliers are available, Coordinates/processes physical resources requirements for incoming/outgoing staff and contractors to support integration into the department, Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis, Receives and distributes financial reports (HGL & EDR) and produces monthly/quarterly reports for budget/expense control, Acts as a conduit for the efficient flow of invoice processing for payment in adherence with division processes and BMO processing guidelines, and vendor agreements, Processes and tracks overtime and on-call claims in adherence to bank and/or divisional policy to ensure timely payroll processing and to allow for accurate budget tracking and reconciliation, 3) Human Resources Administration Accountabilities, Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability. Coordinate agendas, meeting invitations, reserve meeting rooms and arrange audio visual resources and other requirements in support of smooth and efficient meeting facilitation, Arrange travel arrangements and maintain travel expenses for the Senior Leaders, Maintain and track staff vacations and absences in accordance with divisional guidelines, Maintain email distribution lists and organizational chart, Work collaboratively with other LOBs and executive office staff, Subject matter expert on onboarding and offboarding of employees, Provide back-up support for Team as needed, Proven project management skills to coordinate and lead a variety of initiatives, A minimum of 10 years progressively responsible experience in an administrative/ professional support function in a fast paced environment, dealing with moderately to very complex issues and managing conflicting priorities, Demonstrated ability to perform moderate to complex administrative activities and to assign work, coach and mentor more junior staff, Ability to gain a strong command of new systems (P2P, Citi Travel & Expense) Non-Technical Skills –, Prior experience as an Administrative Assistant required (5+ years), Ability to work 8:00 am - 5:00 pm with overtime, as requested, Assist Investment Professionals with travel, meeting arrangements, filing, Outlook, daily/weekly/monthly/quarterly reports, including Extensity reports, Facilitate evacuation process and report problems/issues in the department’s common areas to facilities, Schedule and prepare materials and technical support for various department meetings, Coordination, scheduling and attendance of various internal and external meetings, Undergraduate degree or college diploma preferred, Strong working knowledge of Outlook, particularly dealing with various time zones, Experience in booking domestic and over-seas travel, Ability to perform multiple tasks in a fast paced, team environment, Ability to solve routine department problems with little direction, Provide administrative support to head of department and other senior managers, Balance delivery of key tasks, prioritizing work according to business pressures and deliverables, Schedule/Maintain frequently changing meetings/appointments via Outlook, Coordinate all aspects of appointments, meetings, group events, receptions and conference calls, Produce and edit letters, memoranda, agendas, reports or other materials from rough draft or notes utilizing a wide variety of software including MS Office Suite, Access, etc, Handle and screen incoming calls, respond to inquiries, clarify company policies and procedures, Prepare and review materials and correspondence for meetings, Assist with creation/modification of presentations, spreadsheets, and other various documents, Professionalism in communicating and interacting with all levels of employees from associates to senior management, Proficiency with all Microsoft Office programs, particularly Excel for producing weekly reports, Prepare documents, such as purchasing requisitions, payment requests, expense reports, evaluations and other materials, Arrange frequent travel– both international and domestic, conference calls, meeting logistics, and training, Partner with manager to ensure effective and efficient organization for optimal use of manager's time/resources, Prepare, reconcile, and track expense reports, Organize and secure highly confidential company and employee information, Assist manager with creation and tracking of ad hoc reports, budget, or other related tasks as required, Serve as back up support for other managers or administrative staff when required, Understand, interpret and provide information regarding department services or policies to visitors, managers or employees, in person, over the telephone or by correspondence, Maintain records in compliance with company policy, Examine documents, records and forms for accuracy, completeness and conformance with applicable standards, 3-5 years’ experience as an administrative assistant preferably in a large organization supporting senior/executive management (2 years’ experience as an Senior Administrative admin required. 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