Job Description

MORE ABOUT THIS JOB

Legal Division

We work at the intersection of finance and law, providing counsel and advice that support a variety of business activities across the firm. We also provide advice with respect to the resolution of legal, regulatory and reputational risks and ensure the firm’s activities are conducted within the boundaries of the law and consistent with preserving and enhancing the firm’s reputation. Whether you’re an experienced attorney or a quick learner with a strong interest in financial law coupled with critical thinking skills, our dynamic group might be right for you.

RESPONSIBILITIES AND QUALIFICATIONS

Legal is seeking a highly motivated Administrative Assistant.  This role is to support teams consisting of Managing Directors, VPs, and Associates. Previous experience in supporting senior executives and managing complex calendars is a must as well as the ability to work well under pressure in a busy and dynamic environment

JOB SUMMARY & RESPONSIBILITIES

General administrative support (covering phones, maintaining files, distributing mail, scheduling meetings, coordinating travel arrangements, etc.)
Provides administrative support in a complex team environment to a group of VPs and Managing Directors
Coordinate senior-level internal/external meetings and conference calls for the team
Maintain detailed calendars and related logistics for the team
Handle a high volume of phone calls and interact with senior level business leaders in a professional and effective manner
Prepare and process travel and expense reports in a timely manner
Perform other tasks, including but not limited to, preparing correspondence and other communications, file organization, archiving
Handle a number of vendor-related administrative duties, including but not limited to, processing invoices
Maintain understanding of firm policies and learn how to use key tools and applications (e.g., expense, document management and vendor management systems)
Arranging internal and client meetings - booking of conference rooms, registering guests, ensuring materials organized
Create documents (i.e., PowerPoint presentations, Excel spreadsheets, etc.)
Acting as the main point of contact for administrative queries for the department

NECESSARY QUALIFICATIONS:

Minimum 3+ years’ experience as an Administrative Assistant in a banking or corporate environment
Excellent interpersonal and communication skills
Organized, efficient, detail-oriented, and highly motivated
Ability to solve problems quickly and efficiently
Knowledge of general business, corporate and government cultures
Ability to handle highly sensitive, confidential and non-routine information
Comfortable working with people at all organizational levels
Maintains a positive attitude and has the ability to prioritize and remain flexible as priorities change
Must have excellent judgment; be an independent thinker and resourceful
Team player with a positive attitude
Highest degree of integrity, professionalism, diplomacy and discretion required
Strong proficiency in MS Word, Excel, PowerPoint and Outlook

SKILLS / EXPERIENCE

Previous experience in a relevant role, i.e. as an assistant supporting at senior management/managing director level, preferably within the financial services industry
Extensive working knowledge of Microsoft Office including Outlook and PowerPoint and Excel skills
Team player with a positive attitude
Ability to communicate clearly, concisely and confidently
Strong attention to detail
Strong organizational skills
Proactivity – ability to take initiative, follow up where necessary without prompting and seek clarification when needed
Discretion – ability to handle sensitive matters confidentially at all times