Administrative Assistant (Level III)

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Job description

Location- Pennington, NJ

Position Summary

Performs diverse, advanced, and confidential administrative support functions for the Business Management and Controls Leaders as well as the Pennington team. Usually relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage 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. May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy, and judgment. Advanced administrative and analytical skills. Thorough knowledge of a variety of software programs while consistently striving to develop and advance skills.

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

Working 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

Onsite POC for traveling BMC team members ensuring access and accommodations

Site-specific events- catering orders/coordination/post event clean up

Supplies ordering and maintenance

Printer maintenance- ordering paper/ink and making sure it is functioning properly/tidy

Adhoc maintenance requests

Help with signage/maintaining the floor for BMC

Collecting/coordinating equipment returns for exiting resources

Primary Skill

Microsoft Office

Required Skills

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, independent thinker and 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 Skills

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 processes, structure, and enterprise tools

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