Administrative Assistants (Houston & Chicago)

Our client, a multinational investment firm, is searching for an Administrative Assistant. This is a contract role, where employees are required to be onsite 5 days per week. The full job description is as follows:

Contract Duration: 1+ years renewable

Location: Houston, TX OR Chicago, IL

Job Description:

A global financial company is seeking a Junior Banker Assistant. Our Junior Banker Assistants are responsible for providing extensive administrative support to 25+ Junior Bankers at Analyst, Associate up to Junior VP level.

This role works within a team of assistants supporting various bankers within an industry group team. The Junior Assistant will be provided with full training alongside ongoing support from their Team Supervisor during the engagement. This would suit someone with a Customer Service/ Administrator background with experience of dealing with a high-volume workload. This is a demanding role which requires extensive support from a highly competent, proactive, independent, and process driven individual. Experience of working in a remotely managed environment is a bonus.

As a division, our strategic objectives include:

• To be the world's pre-eminent investment bank – trusted advisor, financier, and risk manager for our clients on their most important transactions
• Build long-term relationships with clients and bring them world-class execution by “delivering the firm" over time
• Drive superior returns for our stakeholders
• Be the employer of choice for all career levels by providing a highly dynamic, meritocratic, diverse and rewarding workplace

The duties of the role include:

• Coordinating and scheduling of meetings and conference calls across multiple time zones
• Managing high volume of phone calls and emails, relaying information in a timely and accurate manner
• Calendar management for bankers (Associate level+)
• Coordinating room bookings for internal/external meetings and video conferences across multiple locations
• Coordinating travel arrangements for the team, including: Visa applications, flight and accommodation bookings
• Car bookings
• Expense processing and timely expense management
• Invoice processing
• Taking on ad hoc tasks while maintaining workflow
• Supporting teams in day to day issues, needs and requests
• Providing phone / vacation coverage for colleagues

Skills:

• Excellent Microsoft Word, Excel and Outlook skills
• Able to manage competing time-sensitive priorities and tasks
• Demonstrates dependability and high attention to detail along with the ability to multi-task
• Displays a consistent, professional degree of communication skills in person, on phone, via Zoom and by email at various levels
• Comfortable working with people at all organizational levels, internally and externally
• Must be a team player that works well under pressure within a changing environment
• Flexible and adaptable to work and support across multiple teams
• Be resourceful and able to use own initiative in solving issues
• Proactive attitude when managing calendars
• Discretion to deal with confidential business matters
• Friendly, polite and approachable with a “can do" attitude