Job Description
Job Description
Russell Tobin is seeking a proactive and detail-oriented Administrative Assistant to support executives within a fast-paced Asset & Wealth Management team. Responsibilities include calendar and travel management, expense processing, meeting coordination, and handling confidential information. Must have excellent communication, multitasking skills, and proficiency in Microsoft Office and SAP Concur. Prior experience in financial services or similar high-pressure environments is preferred.
Job title: Administrative Assistant
Location: Houston TX
Duration: 6months
Pay rate: $22/hour
Position Description:
Job Summary & Responsibilities:
• Provide administrative support to various advisors & account managers in a dynamic team environment and provide backup team support as needed.
• Maintain and coordinate detailed calendars including internal & external meetings and conference calls, prioritizing meeting requests and related logistics.
• Coordinates logistics for client calls & advisor meetings that include scheduling, teleconference rooms and calendar conflicts on an ongoing basis.
• Coordinate travel arrangements and processes expense reports in a timely manner.
• Handle highly confidential and sensitive client information with the utmost discretion.
• Prepares and distributes department correspondence, memos, letters, reports or other documents as requested.
• Interacts with high level business leaders in a professional and effective manner.
• Organizes and ships materials to clients. Responds and follows up on client requests.
• Supports the onboarding and integration of new hires on team as well as new client accounts, including performing the relevant data entry processes
• Maintains understanding of firm policies and handles certain issues independently.
• Responsible for participation in ad-hoc and general administrative duties including but not limited to copying, scanning, filing, faxing, archiving, inventory ordering, invoice submissions, shipping, mail and check related processing.
Skills & Qualifications:
• Experience supporting high level executives and/or financial advisors in complex environment, preferably in financial services, private sector or government.
• Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
• Familiar with expense platforms such as SAP Concur
• Supportive team player with a positive attitude.
• Ideal candidate has at least 5+ years of experience.
Education
High School Diploma Required, Bachelor's Degree Preferred
“Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”
Company DescriptionWe are committed to creating a workplace where all employees feel respected, supported, and empowered to do their best work. We foster a welcoming and innovative work environment that invests in you, providing access to an incredible breadth and depth of opportunities where you can grow your career and make a meaningful difference.
Company Description
We are committed to creating a workplace where all employees feel respected, supported, and empowered to do their best work. We foster a welcoming and innovative work environment that invests in you, providing access to an incredible breadth and depth of opportunities where you can grow your career and make a meaningful difference.