Administrative Assistant

Job Description

ABOUT JOB

What You Will Do:

The Administrative Services role provides dedicated administrative support to multiple client-serving Partners and is expected to have a combination of technical and interpersonal skills. They are the single point of contact for the administrative needs of assigned internal customers and provide services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. These services include but are not limited to:

• Effective use of the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.
• Managing calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.
• Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.
• Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
• Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process.
• Ability to communicate office policy and procedures to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.
• Assisting with maintenance of local office equipment, as needed.
• Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
• Assisting with supply orders and maintaining office inventory, as needed.
• Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

What You Will Need:

• High school diploma required
• 5 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.
• Highly proficient in Outlook, Word, Excel and PowerPoint with ability to learn new software systems when necessary.
• Ability to establish and maintain strong working relationships, including clients/stakeholders.
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability and use of good judgment.
• Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
• Proven ability to act with discretion and maintain complete confidentiality.
• Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.
• Strong sense of initiative and ability to work with urgency.
• Polished and professional demeanor in dealing with all situations.
• Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Will embrace our customer-focused, action-oriented, results-driven culture.
• Willingness and ability to work the hours necessary to complete assigned work.
• Given the hands-on nature of this position, regular, on-time attendance in-office is critical.

What Would Be Nice:

• Associate’s/Bachelor’s degree preferred.
• Experience in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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