Administrative Assistant ll - $30 an hour - Contract

Overview

GREAT OPPORTUNITY TO WORK AS AN ADMINISTRATIVE ASSISTANT ll FOR A FINANCIAL SERVICES COMPANY IN DOWNTOWN LOS ANGELES!!!!

We are assisting a large prestigious investment management company in their search for an Administrative Assistant ll. The level II Administrative Assistant will work independently on standardized/recurring assignments and under the direct supervision of more senior associates on complex projects, analyses and tasks. The Assistant undertakes a range of administrative tasks that support senior managers and/or the department and also acts as first point of contact for internal and external queries.

Candidate will support the Fixed Income group and will support 6 investment Professionals.

This is a 2 month contract. The hourly rate is $30/hour.

Please send us your resume in MS Word.

Responsibilities

• Provides administrative support.
• Covers telephones and takes accurate written messages and notes. Directs calls and responds to inquiries. Provides back-up support for other administrative assistants.
• Manages incoming mail and correspondence (post, email, etc.).
• Manages calendars, responds to and sends out meeting requests, and ensures schedules are kept up-to-date and accurate. Resolves meeting conflicts and handles reschedules to accommodate more urgent, time sensitive requests. Keeps managers informed of upcoming appointments and deadlines.
• Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
• Reserves conference rooms and coordinates other meeting logistics
• Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes and equipment as required. Meets, greets and escorts visitors, meeting attendees and candidates. Drafts, collects and distributes supporting documentation. May compile minutes and distribute follow up materials as required.
• Manages travel arrangements and expense reimbursement requests
• Organizes travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications. Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
• Completes business expense claims promptly and follows up on reimbursements if necessary.
• May order supplies and equipment and handle incoming invoices.
• May generate reports and assist with basic reporting.
• Performs other related duties as assigned

Qualifications

• Demonstrates initiative by identifying issues for managers/others.
• Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
• Demonstrates sound judgment in resolving matters of moderate complexity. Demonstrates strong analytical and problem solving skills.
• Demonstrates ability to prioritize assigned work and complete in a timely manner, strong time management skills, and organization.
• Demonstrates strong accuracy and detail orientation.
• Demonstrates effective and professional service orientation and builds rapport with internal and external contacts; professional communication and demeanor; and excellent interpersonal skills.
• Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
• Demonstrates working knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel and PowerPoint.
• Demonstrates working knowledge of department’s function and applies it to work assignments.
• Requires 3-5 years of experience as an administrative assistant.