General Staff Jobs

Our client is searching for a Personal Assistant to support a content creator and musician. The PA will be responsible for overseeing both personal and professional commitments, act as a gatekeeper for the principal, and handle correspondence and social medial on behalf of the principal. The PA will be responsible for calendar management, expense and invoice processing, and travel coordination (both domestic and international). PA will collaborate with other executive assistants and executives across multiple internal teams and will work on various ad-hoc projects, including the coordination of team conferences and events. The ideal candidate will have a true service heart, be highly motivated, and have an upbeat and energetic personality.

Responsibilities

• Manage and organize an ever changing calendar and complex schedule for both business and personal matters
• Staying ahead of needs in home and office
• Manage talent calendar and assist in scheduling all meetings, calls and bookings
• Respond to emails and make calls on behalf of the employer
• Making travel arrangements, planning events and organizing into detailed itineraries using project management tools
• Primary contact between contractors, outside vendors, and household staff – including booking and managing housekeepers, hair/makeup artists, stylists, etc.
• Ensure projects are completed from start to finish: including tracking down new vendors, receiving materials, facilitating the relationship, making payments, etc.
• Format documents, put together spreadsheets, and assist with contract management
• Assist with local and online purchases/returns of personal clothing/accessories on an as needed basis
• Keep supplies for the business and personal home fully stocked, including groceries, toiletries, office supplies and more
• Run errands as necessary
• Domestic duties: keep the house clean and organized at all times, including daily laundry, dishes, etc.
• Unbox all incoming daily packages/mail and organize
• Management of home and personal tasks in addition to office administration responsibilities

Requirements:

• At least two years’ experience as an assistant, preferably working with talent, celebrities or within a creative/entertainment agency
• Poised and professional
• Strong organizational skills
• Must be obsessively detail oriented, great with time management, and a master multi-tasker
• Intuitive and proactive when it comes to anticipating personal and business needs, resolving conflicts, and coordinating with a larger team
• Must have impeccable written and verbal communication skills
• Excellent at transcribing verbal notes and managing electronic documents
• Must be able to handle sensitive and private information with discretion
• Comfortable working on projects independently and with minimal guidance or oversight
• Proficiency with Google Suite, Microsoft Office, and common Mac applications
• Cooking/meal preparation skills a plus

Schedule: Monday through Friday, 9am-6pm. The Personal Assistant will be required to travel frequently and be available for last-minute schedule changes as hours and days working can fluctuate on any given week.

Salary: $80K a year

The Calendar Group

We’re partnering with a well known sports entertainment company who is looking to hire an hybrid Executive Assistant for their Bristol, CT office!

Role: Hybrid Executive Assistant

Location: Hybrid in Bristol, CT

Contract: 6 Months W2 Contract to Hire

Pay: $30-35/hourly

Summary

• Coordinates and performs a wide range of routine and complex administrative and clerical duties.
• Independently manages day-to-day activities in support of executive leadership, which includes but is not limited to, calendaring and scheduling, managing travel arrangements, handling of complex communications, development and distribution of meeting materials, office supply management, and presentation and reporting support.
• Demonstrates a high level of professionalism and positive service attitude at all times, strong attention to detail and excellent organizational skills.
• Will also provide back-up support for other assistants as part of an executive assistant team.

Responsibilities:

• Schedules appointments, meetings and locations within plan and schedule without consultation; arranges programs or events; plans and schedules work for office support; may participate in meetings as a representative of department, researches and prepares materials.
• Coordinates executives’ calendars, including registration & travel.
• Coordinates a wide variety of large or complex events and meetings, which may include involving multiple parties, international travel, technology and/or refreshments.
• Fields, screens, redirects and responds to a wide variety of inquiries; advises on office policies and procedures; contacts individuals inside and outside of DE&E Technology on highly confidential matters.
• Composes difficult/sensitive correspondence requiring high degree of initiative, judgment, originality, and knowledge.
• Coordinates program or project events including registration, scheduling presenters, logistics, accommodation requests, food & beverage, basic meeting and program materials, etc.
• Provides program or project support; prepares materials and assists in managing timelines and tasks; manages program or project calendars.
• Prepares program or project timelines and tasks; may be responsible for managing small projects in scope and impact.
• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.
• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending
• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.
• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending

Requirements:

• High school diploma required
• College degree preferred (equivalent experience accepted)
• Minimum of 3 years of relevant experience required
• Knowledge of Microsoft Office applications (Outlook, Word, PowerPoint, Excel).
• Knowledge of administrative functions and processes.
• Strong verbal and written communication skills with an ability to communicate at all levels within the organization.
• Proven ability to work with confidential information, while exercising sound judgment and decision-making.

Russell Tobin

IAA, a leading architectural firm renowned for its dedication to client satisfaction and innovative design solutions, is seeking an experienced Office Manager to join our collaborative and award-winning team. This position presents an exciting opportunity to work in a dynamic architecture practice committed to design excellence. The ideal candidate will possess applicable experience in an architecture or engineering firm or a related industry, along with excellent organizational skills, a positive attitude, and strong attention to detail.

Responsibilities:

Communications and Operations:

– Serve as the primary point of contact, providing exceptional service to all guests

– Manage incoming telephone calls and direct them as needed

– Coordinate mail distribution and ensure timely delivery

– Oversee the procurement and management of architectural and office supplies

– Coordinate hospitality and entertainment arrangements

– Support office staff on a daily basis

Payroll:

– Process and maintain all status reports and pay changes

– Manage the firmwide reporting and tracking system (e.g., Monograph)

– Maintain reports on new hires, employee attendance, and absenteeism

– Collaborate with the payroll professional to oversee benefit deductions and additions in the payroll system

– Report employee vacation, personal, and sick days to the payroll professional

– Track, support, and encourage the utilization of the firmwide timesheets system

– Prepare regular staffing and job reports using the firm’s reporting and tracking system

Human Resources Coordination:

– Collaborate with firm leadership to develop specific recruiting strategies

– Coordinate candidate interviews

– Support the onboarding process for new employees

– Maintain the employee manual and ensure its accuracy and compliance

– Administer employee benefits programs and track utilization

– Process claims related to employee benefits

– Maintain accurate employee files

– Assist employees in filing health, dental, life, and deferred benefit claims

– Plan and conduct employee introductions and enrollments

– Maintain and verify data related to premiums, claims, costs, and profit sharing

Other Duties:

– Monitor licenses, insurance, subscriptions, and memberships renewals

– Perform additional tasks and responsibilities as assigned by the management team

Qualifications:

– BA or BS degree (or equivalent degree) required

– Minimum of 5+ years of administrative, HR, and financial management experience or education in a related field

– Proficiency in Quickbooks

– Proficiency with Microsoft Office Suite is required, and knowledge of Adobe Creative Suite is a plus

– Excellent written and verbal communication skills

– Experience in supply management

– Meticulous attention to detail, quality, and thoroughness

– Proactive with the ability to work independently and make sound judgments

– Highly organized with the capability to handle multiple projects and tasks concurrently

– Adaptable and resourceful, able to manage shifting priorities and tight deadlines

– Professional demeanor and ability to interact effectively with clients and employees

– Commitment to maintaining strict confidentiality and discretion with sensitive information

– Strong team player with positive references

Benefits and Compensation:

IAA offers a competitive compensation package that includes a SIMPLE IRA plan, health, dental, and vision insurance, paid vacation, and personal days.

To apply for the Office Manager position, please submit your resume, cover letter, and references to [email protected]. IAA is an equal opportunity employer.

International Architects Atelier

We are seeking a dedicated and experienced Personal Assistant / Family House Manager for an entrepreneur couple and their family. This multifaceted role will undertake a range of responsibilities with a distinctive blend of administration across house management and personal family tasks. We are seeking a candidate who takes pride in the little details with a focus on ensuring that each day runs smoothly. This role requires someone highly organized, a relationship builder, and who enjoys wearing many hats. You will strategically coordinate operations and organization of the residence, helping with calendaring and family scheduling, booking travel, and working closely with contacts within the family environment as well as with outside vendors and crews. You’ll be entrusted with event coordination, facilitation of business vendor contracts, construction project management, and a range of other tasks as they come up.

The ideal candidate will be a true professional with a warm and “get-it-done” mentality, capable of effortlessly navigating both the demands of executive support and the intricacies of household management. This opportunity offers a unique chance to contribute to the operational harmony of an accomplished family while honing and showcasing executive-level competencies.

Responsibilities: The chosen candidate will undertake an integral role in ensuring the seamless operation of the household, as well as providing personalized assistance to the principals. Duties encompass a broad spectrum, including running errands and managing house tasks (working with vendors, staff, and construction projects), coordinating travel arrangements, orchestrating appointments, overseeing calendars, and facilitating entertaining endeavors like holidays and special events. Additionally, the individual will be entrusted with supervising vendors, communicating needs with housekeeping personnel, and maintaining the overall upkeep of the residence. Event coordination, management of business contracts and compliance, and travel management will be among the other pivotal duties entrusted to this role. You’ll also handle budgeting, payments and invoicing, with the aim to secure best prices and maintain budgetary goals.

Qualifications:

• A minimum of 3 years of demonstrated excellence in Executive/Personal Assistant or administrative capacities
• Tech-savviness and an affinity for research-driven tasks
• Proven adeptness in managing multifaceted tasks, with an aptitude for discerning priorities and executing with meticulous precision
• Background in house management, with a demonstrated capacity for maintaining a well-operated household
• Prior experience in providing support to high net worth families is a substantial advantage
• Valid driver’s license
• Pet friendly!

Salary Range is 70,000-75,000 base plus medical stipend for benefits.

Bonus eligible

You’ll also have PTO and a host of other perks.

You must be available to travel to the property onsite in the Ventura County Area 3-4x a week onsite and have car to run errands.

We are seeking an individual who is highly accountable, caring, organized, and proactive. You must have prior experience as a Personal Assistant, Nanny, or House Assistant in order to be considered.

Confidential

ADMINISTRATIVE ASSISTANT 

Company Overview

RARE GLOBAL is a leading management company to cultural movers, shakers, and changemakers — creators, artists, and entertainers who influence across fashion, beauty, and lifestyle.

Women-owned, Women-run, and Women-focused, Rare Global puts women and their stories at the forefront of digital media.

Rare Global offers high-level, comprehensive management; industry-leading expertise in content, competitive strategy and deal negotiation; and key relationships — with the vision of championing bold, female voices and unique human journeys. Our diverse client roster of media icons, industry trailblazers, and rising stars proudly reflects this deep investment in multiethnic, multicultural narratives and representation.

Rare Global talent is the standard in top-level collaboration with the world’s biggest brands like Google, Samsung, Skims, Fendi, Gucci, Maybelline, YSL, L’Oreal, and Supergoop.

Role Overview

The ideal candidate has a passion for YouTube, fashion, beauty and social media and has the ability to spot trends. They should be professional, flexible and detail-oriented. Must have the ability to work efficiently with the team in a fast-paced environment with high volume e-mail/workload.

The primary focus of this position is to provide administrative support to the the team. 

This is a hybrid position at our Beverly Hills, California location.  

Responsibilities

• Provide administrative support to Talent Managers and talent roster including filing, calendar coordination and taking meetings notes.
• Organize mail and client PR, as needed
• Daily input deal terms and details into CRM and accounting/tracker system 
• Maintain internal database regarding talent information, status of contracts and campaign status
• Create, update and maintain decks, presentations, case studies and progress sheets
• Design talent media cards and graphics for external-facing outreach 
• Create reports on current social media trends across Instagram, YouTube, TikTok, Facebook
• Prepare documents and submit invoices for finance department
• Create and coordinate office supplies and orders, as needed
• Participate in company-wide initiatives and activities

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job as this may change at any time with or without notice.

Requirements

• 1-2 years of administrative assistant experience in a related field (i.e. Talent Agency and/or Management, PR, Marketing and/or brand)
• Passion for social media and brands, with the ability to spot trends
• Creative knowledge of Adobe Acrobat, Adobe Illustrator, Canva and Photoshop
• Strong written, verbal, and visual presentation communication skills
• Excellent interpersonal skills; ability to interact with all personality types with flexibility and adaptability
• Ability to work efficiently in a fast-paced environment with a high-volume email/workload
• Proactive, organized, and detail-oriented work style
• Interest in developing talent relationships
• Working knowledge of Microsoft Office, G Suite, Zoom, Slack and Notion
• Experience using Instagram, YouTube, TikTok, Facebook, Snapchat, Pinterest, etc., with understanding of analytics related to these platforms
• Must live in Los Angeles, valid CA license and car required.

Benefits

• Medical insurance
• Generous PTO, paid holidays and sick time
• 401(k) retirement plan after 1 year
• Summer Fridays (end work at 3pm on Fridays year round)
• Lunch provided M and W
• Individualized mentorship and career mapping
• We give back through example via The Be Rare Foundation, which awards grants to aspiring women entrepreneurs pursuing mission-oriented projects across industries

Rare Global

The Signorelli Company (TSC) is a vertically integrated, diversified development company based in The Woodlands, TX. Established in 1994, the company has experience in all the aspects of real estate that make up master planned communities with divisions in land, office, retail, entertainment, medical, outdoor hospitality, multi-family, homebuilding, and build-for-rent. TSC is one of the largest privately held development companies in the State of Texas with presence across all four quadrants of the greater Houston area and growing. Recognized as a leader in the real estate industry, TSC has won Developer of the Year awarded by The Greater Houston Builder Association and ranked as a Top Workplace for four consecutive years.

ESSENTIAL JOB RESPONSIBILITIES:

• Maintains senior leaders’ calendars in Outlook by coordinating and scheduling meetings, conferences, teleconferences, and some travel
• Develops and administers tracking systems for executive’s and departmental use
• Welcomes guests and customers by greeting them in person or on the telephone
• Among other documents, prepares agendas, notices, and minutes for meetings and internal use
• Uploads and maintains documents in a clear and organized fashion into an authorized online document management system
• Maximizes executive’s efficiency by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information
• Coordinates complex and detailed individual and group travel plans and itineraries.
• Compiles documents for travel-related meetings; maintains “on call” status during such travel
• Coordinates with multiple internal and external parties to plan meetings and maintain partnership relationships
• Prepares expense reports which may include reconciliation of company credit card statements
• Maintains customer confidence and protects operations by keeping information confidential
• Responds to routine external correspondence independently
• Screens incoming calls and correspondence and responds independently when possible
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
• Ensures availability and operation of technology tools including conference audio/video equipment and video conferencing applications
• Responds to emails and calls outside of normal business hours when necessary,while exhibiting sensitivity to both internal and external relationships
• Attends business meetings as needed
• Researching and analyzing relevant industry topics and trends and preparing ad hoc summary reports in order to help the CEO stay informed
• Reviewing and proof-reading contracts under negotiation and aid in the due diligence process
• Interacting with various institutions related to both business and personal financial needs
• Preparing correspondence, maintaining corporate and personal files, and other duties as assigned
• Performs other projects and related duties as assigned

EXPERIENCE & SKILLS:

• Five or more years of Administrative Assistant (or similar position) experience
• Advanced proficiency in software, including but not limited to: Excel, Word, PowerPoint, Outlook, and Adobe Acrobat Professional
• Excellent organizational and time management skills with a proven ability to meet deadlines
• Excellent written and verbal communication skills
• Professional manner and a strong ethical code
• Ability to multitask and remain motivated and positive
• Commitment to working efficiently and accurately
• Ability to build positive working relationships with team members
• Ability to interface with all levels of leadership, employees and external customers/vendors
• Ability to share best practices regarding key functions of the job i.e. organizational tools, computer skills

The Signorelli Company is committed to providing an environment of mutual respect where equal employment opportunities are available to all. We seek to empower everyone’s diverse experiences to maximize our organization’s talent and capabilities.

This job description is not meant to be an “all-inclusive” list of the duties and responsibilities of this job. The Signorelli Company reserves the right to change or modify job duties as necessary based on business necessity.

Signorelli Company

An international trading company is seeking a Bilingual Japanese/English Sr. Administrative Assistant to join their team in Santa Clara, CA. This position is responsible for providing administrative and operational support to the GM. A bachelor’s degree, 2-3 years of executive or senior administrative experience, experience with internally handling MS Calendar and Teams Calendar, and the ability to speak, read, and write Japanese are required. This is a full-time, non-exempt, hybrid position (3 days in office) with excellent benefits and 401k.

Bilingual Japanese/English Sr. Administrative Assistant Duties:

• Managing full Outlook company calendar (MS Calendar and Teams Calendar)
• Communicating with top executives from HQ (both English/Japanese)
• Supporting external established professional networks
• Creating and updating presentation materials (external & internal facing presentations, press releases, etc.)
• Processing Outgoing mail (USPS/FEDEX)
• Collect and distribute Incoming mail
• Answer incoming calls to General office phone
• Processing expense reports as requested
• Prepare office related expense payment for submission to HQ – data entry
• Update routine reports (i.e. quarterly guarantee status) and submit to HQ
• A/P & A/R for all intercompany related bills/invoices
• Coordinating all Investment Committee sessions
• Completing monthly reports
• Set up Video Conferences meetings with internal and external parties
• Assisting with IT related problems with Conference rooms, etc. coordinate with HQ.
• Travel arrangements
• Make arrangements for all meetings, dinners, etc. as requested
• Planning and hosting various office events (dinners, etc) as needed (evenings required)
• General office/facility maintenance – keeping conference rooms in order, keeping kitchen and office supplies stocked
• Assisting in Monday All-Hands meetings co-ordination
• Creating and updating all inter-company service agreements
• Support rotational staff onboarding and relocation and other HR related administration

Bilingual Japanese/English Sr. Administrative Assistant Skills:

• Fluent in both written and verbal Japanese and English (required)
• 2-3 years of executive or senior administrative experience (required)
• Must have experience internally handling MS Calendar and Teams Calendar
• Advanced software skills (MS office suite, general software knowledge)

****If interested, please apply with your most updated resume including your minimum salary requirement and why you left/or are looking to leave your current company. ****

———————————————————————————————–

Activ8 West- Los Angeles (Japanese Recruiting Company) Recruitment & Solutions / Renaissance Resources Inc., has been one of the leading recruiting firms in North America when it comes to working with Japanese Businesses for almost 20 years. We have offices in Los Angeles, Chicago, Atlanta, Texas, New Jersey and Canada. Our services are based on the needs of our clients, and we connect them with qualified candidates in the Automotive, Electronics, Food & Beverage, Logistics, Manufacturing, and Oil & Gas industries. With the recent expansion to California and the NYC/NJ area, our coastal offices have started working with clients in the Banking, Finance, and Entertainment Industries. We like to take the approach of working one on one with each of you to ensure that we have the best understanding of your background and what it is you are looking for in a career.

Please visit our website at www.activ8usjp.com >>> Click “Job Seekers” to see more jobs and register online!!!

Activ8 Recruitment & Solutions

Role: Executive Events Coordinator III

Location: 1095 6th Ave New York, NY 10036

Duration: 6 months contract possibility of extension

Roles & Responsibilities:

-The position is responsible for the operational excellence of our meetings/events and the holistic guest experience including but not limited to: customer meetings, executive receptions, intimate dinners, town halls and employee events

-Continuously research and report innovative and creative event and entertainment options

-Solid office management / workplace environment knowledge

-Strong customer service and executive interaction experience

-Understand Salesforce brand and product positioning with the ability to ensure consistent, on-brand messaging for all events

-Continuous development of team playbooks and standard operating procedures

-Organize logistics, from beginning to end, for customer facing meetings, town halls, etc.

-Pre, onsite and post event logistical management

-Key stakeholder for G-Cal calendar management for internal event space

-Co-Manage vendor relationships (agencies, vendors, caterers, etc.) and work with internal teams.

-Liaise and negotiate with vendors to achieve the most favorable terms for goods and services

-Management of event statistics and ad hoc reporting

-Manage various workplace projects as assigned

-Multitask many events and projects at one time

Required Skills:

-Experience will be evaluated based on alignment to the core competencies for the role

-Highly personable and customer service focused with great attention to detail

-Excellent written and verbal communication with ability to proactively address client’s needs

-Experience in managing budgets, financial planning and tracking

-Excellent problem-solving skills with ability to creatively negotiate demands

-Results-oriented, customer-driven, and organized

-Assess and prioritize workload in a strict deadline centric environment

-Thrive on teamwork and overcoming obstacles

-Ability to work a flexible schedule as needed

-In-depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary

We are looking for an experienced, multi-talented Event Support Analyst with strong attention to customer service to be a part of a fast-paced events team. In this position, it will be critical to be a team player with the ability to work on cross-functional teams. Must be a creative and analytical thinker with attention to detail and be capable of handling quantitative and technical duties. The individual must be highly organized and a great communicator with the ability to prioritize different tasks simultaneously.

Responsibilities include:

-Develop and maintain positive relationships with all the members of the Salesforce organization by providing an exceptional customer experience

-Management of all ticketing system incoming requests using a sense of strong customer service and urgency

-Vetting of ticket user requests, assigning to correct recipients, ensuring successful completion of requests in our ticket queue.

-Strong Excel knowledge with the ability to create ad hoc reports

-Ability to multi-task many projects at once

-Candidate must have strong time management, attention to detail, and analytical skills,

-Strong organizational skills

-Quickly recognize, adapt and respond to changing market and company priorities

-Self-motivated and driven to very high standards

-Research and recommend innovative and creative event options based on program format and budget

-Drive coordination of meetings and provide on-site event support as needed

-Management of calendars and administrative tasks to support the greater team

-May serve as a site representative during events working with cross-functional groups, as required.

-Available and responsive to the global nature of the business and have the ability to work flexible or extended hours as necessary

-Strong verbal and written communication skills

-Proficiency in Google Slides preferred

-Dashboard use is ideal

-Inventory management

-Previous experience working in hi-tech, hospitality, fast-paced environments preferred

BCforward

Business Overview:

BNP Paribas’ Global Markets & Banking business offers a broad range of products and services in the global interest rate, credit, currency, equities & commodity markets. Global Markets help their franchise of clients find effective ways to raise and invest capital as well as manage their exposure to risk. Their client base comprises of hundreds of corporations, institutional investors, banks, governments and supranational organizations.

Global Markets & Banking Americas has undertaken an initiative to increase the efficiency of its Front Office staff by reorganizing their administrative professionals and expanding their mandate. To create a strong administrative support model while providing increased levels of service to all Front Office staff, we’ve pooled our administrative staff to create a unified Platform Services Team (“PST”).

PST has two mandates: (i) office and administrative support for all Global Markets & Banking Americas Front Office staff; and (ii) management FO employee experience tasks related to new hire onboarding, internal transfers and separations. This work includes user access management and oversight of the related end-to-end process improvements.

Daily tasks related to administration and office management include, but are not limited to: travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire on-boarding, room bookings, presentation assistance, invoicing, Business Continuity Planning, calendar and meeting management for Executive Clients, Priority Clients, organization of policies and procedures, expense reporting, client entertainment reporting, FINRA reporting, Facilities coordination, and Premises management.

The current role is for an Administrative Assistant who will report into the Head of Platform Services Team, Administration & Office Management manager while supporting priority clients and Global Markets & Banking Americas Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff.

Responsibilities:

· Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.

· Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).

· Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.

· Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.

· Excellent Communications skills required – both written and verbal.

· Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.

· Domestic and International Travel

· Process of heavy expense claims.

· Coordinate MS Teams/Webex (Video and/or audio) meetings and perform operator assist functionality.

· Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.

· Managing logistics for visitors

· Management of incoming and outgoing phone calls

· Maintain current e-mail distribution lists in Outlook

· Modification and distribution of departmental reports.

· Meeting minutes for high-level financial meetings.

· Heavy invoice processing and external client on-boarding coordination.

· Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.

· Prepare reports using Excel.

· Strong knowledge of PowerPoint presentation development and editing for client meetings.

· An Administrative Assistant will make use of several application systems including:

· ivalua – Supplies and IT Procurement.

· My IT / SailPoint – Request management tool for IT application security activities.

· Concur – Travel scheduling and expense reporting.

· Tom Net and Clock Net – Staff attendance and work hours tracking.

· UPS – Express mail labeling and postage.

· Microsoft Outlook

· Microsoft Office Suite with a strong focus on Excel and report management.

· Tableau

· Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.

Qualifications –

Minimum Required Qualifications:

• Education and Experience: Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.

· Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.

· Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.

· Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary – utilizing tact and confidentiality. Be an excellent team player.

Preferred Qualifications:

· Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.

· Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism

The expected starting salary range for this position in Chesterbrook, PA is between $65,000 and $74,000 annually plus over time and corporate bonus. The actual salary may vary based upon several factors including, but not limited to, relevant skills/experience, time in role, base salary of internal peers, prior performance, business line, and geographic/office location.

About BNP Paribas:

BNP Paribas is a leading bank in Europe with an international reach across the US, EMEA and APAC. It has a presence in 65 countries, with nearly 190,000 employees. In the United States, BNP Paribas has built a strong and diversified presence to support its client base. We continue to grow and strengthen our commitment to the US market through our Corporate & Institutional Banking activities. We are one of a few non-US banks to offer a full value chain for our clients, from trading to financing, and clearing and custody in the US with the international footprint and capacity to deliver both globally and locally. Leveraging the strength of our European roots, our network can support clients in virtually every region of the world, enabling more connectivity and efficiency wherever our clients conduct business. We take pride in our expertise and our ability to adapt while constantly looking ahead to create a more sustainable world.

The bank employs nearly 6,000 people and has a presence in the country since the late 1800s in major cities including New York, Jersey City, Chesterbrook, PA, San Francisco, Boston, Chicago, Denver and Washington, DC.

As an international company with a global footprint, the unique cultures and viewpoints of our team members are an integral part of the fabric of BNP Paribas. We are a company with a purpose – to be a responsible and sustainable global leader. We aim to create an environment where our employees feel empowered to drive change, make an impact and be true to themselves. We employ talented individuals from a wide variety of backgrounds, locally and globally, and are inspired by our employees who help us in cultivating a diverse, equitable and inclusive workplace through initiatives such as our Diversity, Equity & Inclusion (DEI) Leadership Forum and Employee Resource Group (ERG) communities. We strive to be a workplace where all team members can grow and thrive and offer robust training, development and mentoring opportunities to make that vision a reality. Our leaders are deeply committed to DEI and highly accessible to our employees, consistently soliciting feedback on how we can continue to support our employees to reach their highest potential.

BNP Paribas. The Bank for a Changing World – https://usa.bnpparibas/en/homepage/join-us/our-opportunities/

BNP Paribas is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.

BNP Paribas

What will the job look like?

• Responsible for contributing to the efficient use of the Leadership Team’s time by relieving them of administrative details capable of being delegated
• Responsible for performing a multitude of complex administrative tasks and providing full administrative support using superior knowledge of administrative functions. Administrative tasks may include planning business entertainment meetings, travel, expense reporting assistance, filing, responding to emails, mail correspondence and other duties as assigned.
• Provides administrative assistance to support the Leadership Team in daily work, i.e., anticipates & follows-up on deadlines ensuring information is available, communicates with people inside and outside the company, researches and gathers information, completes projects and assignments punctually, etc.
• Utilizes discretion, judgment, and initiative to continue the work responsibilities of the office when the Leadership Team is unavailable.
• Determines within moderately well-defined limits the activities and duties that can be executed without the personal review or clearance of the Leadership Team.
• Responsible for maintaining Leadership Team’s calendar, schedules meetings as requested, identifies & assesses strategic priorities when conflicts arise, consults with Leadership Team, when necessary, picks up mail, promptly responds to written requests when appropriate and routes postal mail which does not require Team’s attention
• Responds quickly and enthusiastically to rapidly changing demands. Anticipates deviations from schedules and proactively and independently works to develop adjusted plans to address such changes.
• Assist with preparation of reports, presentations, spreadsheets, and other documents for presentations. Coordinate and facilitate virtual meetings as needed (e.g. MS Teams, Zoom, etc).
• Work with other department’s leaders to provide cross coverage for departmental staff functions to include: Agendas, meeting action items, maintain department calendars & overall day-to-day corporate office functions.
• Meticulous attention to detail when arranging all travel, lodging accommodations and transportation as required by the Leadership Team. The incumbent must tend to all the details involved with visits to Allied domestic & global business units. Coordinates travel for, Allied interview candidates and business guests. Prepares & reconciles expense reports.
• Provides support of daily office operations and serves as front lobby liaison when necessary.
• Assist with special projects and back-up as needed.

What do you need to successed?

• High School diploma required; Bachelor’s degree preferred.
• 5+ years of proven experience as an executive assistant or other relevant administrative support experience
• Previous experience with booking global travel, preparing and completing expense reports, managing calendars, etc.
• Previous experience working in a professional setting
• Excellent interpersonal skills and the ability to communicate effectively and skillfully with individuals at all levels
• Must have strong, advanced administrative and technology skills gained through years of experience, training, and progressive administrative support positions
• Must be able to proficiently operate a personal computer using MS: Outlook, Word, PowerPoint, Project, Excel, and Visio
• Must be able to think and work independently, have meticulous organizational skills, and maintain a high-level of confidentiality
• Ability to work with associates and other departments to solve problems and anticipate potential problems and implement short- and long-term solutions with minimal or no supervision.
• Ability to focus on customer satisfaction, internal team building, promote a positive company image, and remain professional, friendly and self-motivated.
• Ability to multitask and prioritize independently.
• Must demonstrate discretion & confidentiality

WE VALUE DIVERSITY

Here at Allied Air, we believe that diversity and inclusion is critical to our success as a company, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. Our goal is to build workplaces that reflect the communities where we live and work, support the growth and development of each team member as they strive to reach their full potential, and empower them to be their authentic selves. Allied Air is an equal opportunity employer.

Lennox International