Administrative Assistant - Investment Banking

William Blair • Los Angeles, CA

3d • Onsite

About The Position

Provide direct administrative coordination or support to a department and/or group of professionals. The role involves relieving supported individuals of administrative responsibilities in order to enable greater productivity and efficiency. Represents the firm in a professional manner in all communications and may interface with clients and outside parties. Works under moderate supervision due to previous experience/breadth and depth of knowledge of administrative processes. May exercise discretion and judgment and is capable of compiling information requests and determining trends. Performs simple administrative and staff support duties for the organization. Responsibilities include but may not be limited to: Travel & Expense – Arranges complex travel itineraries and submits expense reports in a timely manner. Calendar & Meeting Coordination – Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.). Employs effective reasoning skills. Info and Data – Updates and maintains contact databases. May include compiling information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary. In-office Support – Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing, taking meeting minutes, creating documents, processing invoices, etc. In office requirement is five (5) days per week. Office Management – Meeting set-up and clean-up, including ordering catering and beverage service; oversees office supplies inventory, orders replacements, maintains equipment; identifies and resolves issues that arise within the office environment. Projects & Processes – Participates in other projects as required. Additional responsibilities as requested.

Requirements

• High school education required; Bachelor's degree a plus.
• At least 2-3 years of experience as an administrative assistant in an office environment.
• Expertise with Microsoft Outlook, Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills necessary.
• Willingness to adapt to change.
• Multitasking abilities.
• Ability to work in a fast-paced environment.
• Strong teamwork ability.
• Attention to detail.
• Ability to prioritize.
• Strong organizational skills.
• Ability to work in a team setting.
• Ability to maintain confidentiality.
• Performs complex administrative and staff support duties for the organization.

Nice To Haves

• Professional or financial services industry background preferred.

Responsibilities

• Arranges complex travel itineraries and submits expense reports in a timely manner.
• Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.).
• Updates and maintains contact databases.
• Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing, taking meeting minutes, creating documents, processing invoices, etc.
• Meeting set-up and clean-up, including ordering catering and beverage service
• Oversees office supplies inventory, orders replacements, maintains equipment
• Identifies and resolves issues that arise within the office environment.
• Participates in other projects as required.
• Additional responsibilities as requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees