Sr Administrative Assistant - Private Asset Management

TIAA•Frisco, TX

5d•Onsite

About The Position

The Senior Administrative Assistant provides support to meet the business needs of company upper management. Under moderate supervision, this job meets the daily requirements of upper management and various other office needs, including operational tasks, organizational duties and office-wide coordination efforts. Key Responsibilities and Duties Serves as primary administrative contact for upper management, working across all lines of business and with external agencies by answering telephone, taking messages and answering routine questions. Provides support for daily upper management operations including meeting arrangements, travel and expenses. Coordinates overall office functioning through inventory checks, space scheduling, event planning, event execution and paperwork processing. Maintains master copies of organizational policy and procedure manuals and keeps them up-to-date. Acts as a liaison between upper management and internal departments, ensuring effective communication and cohesion. Maintains upper management calendars, contact lists and provides ad-hoc support as needed. Additional Key Responsibilities and Duties: Coordinate and communicate meetings for high-net-worth clients in multiple locations across multiple time zones As the voice of TIAA answer phones and route calls; provide general information to clients; refer questions and issues to appropriate staff or department for further information and problem resolution. Maintain calendar for executives Create internal/external correspondence using Microsoft Office products (Excel, PowerPoint, Word, etc.) as well as create correspondence and/or log activities in client management system (Siebel/Unified Desktop) Compile client data and research Make routine travel arrangements and complete expense reports Order and maintain office supplies Schedule and set-up internal meetings/conference calls/catering as required May act as liaison for office facilities and maintenance issues May act as liaison for vendors and ensure payment of office-related invoices Ad-hoc reporting/projects Assist teammates; cover other duties during vacations

Requirements

2+ years administrative or office support experience providing direct support to senior-level leadership or management in a professional office environment, with a demonstrated ability to manage competing priorities while maintaining accuracy and professionalism.
Proven experience being detail oriented and organized with good follow through skills
Able to multi-task and produce in a fast paced, team-oriented environment
Excellent oral and written communication skills
Strong interpersonal and customer service skills

Nice To Haves

High School Preferred
No Experience Required; 2+ Years Preferred
Previous experience in coaching, mentoring, or informally guiding junior or newer administrative staff
Bachelor’s degree
Strong proficiency with Microsoft suite of products, specifically Excel

Responsibilities

Serves as primary administrative contact for upper management, working across all lines of business and with external agencies by answering telephone, taking messages and answering routine questions.
Provides support for daily upper management operations including meeting arrangements, travel and expenses.
Coordinates overall office functioning through inventory checks, space scheduling, event planning, event execution and paperwork processing.
Maintains master copies of organizational policy and procedure manuals and keeps them up-to-date.
Acts as a liaison between upper management and internal departments, ensuring effective communication and cohesion.
Maintains upper management calendars, contact lists and provides ad-hoc support as needed.
Coordinate and communicate meetings for high-net-worth clients in multiple locations across multiple time zones
As the voice of TIAA answer phones and route calls; provide general information to clients; refer questions and issues to appropriate staff or department for further information and problem resolution.
Maintain calendar for executives
Create internal/external correspondence using Microsoft Office products (Excel, PowerPoint, Word, etc.) as well as create correspondence and/or log activities in client management system (Siebel/Unified Desktop)
Compile client data and research
Make routine travel arrangements and complete expense reports
Order and maintain office supplies
Schedule and set-up internal meetings/conference calls/catering as required
May act as liaison for office facilities and maintenance issues
May act as liaison for vendors and ensure payment of office-related invoices
Ad-hoc reporting/projects
Assist teammates; cover other duties during vacations