Asset & Wealth Management, Administrative Assistant, Seattle
About The Position
Provides administrative support to Region Head for Private Wealth Management in Seattle Region in a complex team environment. Proactively coordinate and maintain complex and extremely detailed calendars, including senior-level internal/external meetings and conference calls; strategically prioritizing meeting requests and all related client logistics. Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges. Responds and follows up on client requests in a timely manner. Handles highly confidential and sensitive information with the utmost discretion and compliance. Manage high volume of phone calls, interacting with high-level business leaders, executives and clients in a professional and effective manner. Coordinates all logistics for PWM client calls as well. Coordinates a high volume of travel arrangements, including visa procurement when applicable, and processes expense reports in timely manner. Prepares and distributes correspondence, agendas, letters, reports or other documents as requested. Organizes and ships materials to clients as needed. Plan, lead and manage various events, including client engagement as well as internal entertainment Supports general office administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc), ad-hoc projects or facilities management as needed Works with conference and catering services for client engagements as needed. Mains detailed understanding of firm policies and escalates appropriately
Requirements
- Experience supporting executive(s) in a complex environment, preferably in financial services, private sector or government is preferred.
- Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
- Ability to exercise excellent judgment and discretion in dealing with confidential material or handling 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.
- Adaptable to new technologies, familiarity with CRM systems such as Salesforce is preferred
- 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 4-6 years of experience.
Responsibilities
- Proactively coordinate and maintain complex and extremely detailed calendars
- Anticipate potential calendar conflicts and engagements
- Manage high volume of phone calls
- Coordinates all logistics for PWM client calls
- Coordinates a high volume of travel arrangements
- Prepares and distributes correspondence, agendas, letters, reports or other documents as requested
- Plan, lead and manage various events
- Supports general office administrative duties
- Works with conference and catering services for client engagements
- Maintains detailed understanding of firm policies and escalates appropriately
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
