Our client, a well-known financial company is seeking an experienced Administrative Assistant candidate to join their Houston team in a temp-to-hire capacity ASAP . Ideally, this candidate will have experience in the financial industry.
-This is an on-site position Monday - Thursday. Friday's are remote.
General Requirements
• Mastery of Microsoft Outlook, Adobe PDF, scanning, Word and Excel skills
• Must be able to work with converging deadlines and adapt to a fast-paced environment
• Must possess a team-focused attitude
• Ability to maintain high level of confidentiality and discretion
• Ability to prioritize effectively, identify and resolve conflicts
• Provide back-up assistance and coverage to other team executive assistants
Meetings and Calendar Management
• Coordinate with cross-departmental teams for conference calls and meetings (specifically being appropriately inclusive by getting to know core Moelis team)
• Heavy calendar management for professionals being supported, including coordinating and scheduling meetings via Outlook
• Reserve conference rooms including catering and audio-visual needs through online booking system
• Arrange Zoom meetings and conference calls; initiate calls as needed
• Ensure all calendar entries are accurate (meeting labels are succinct and clearly reflect the meeting purpose)
• Ability to schedule multiple meetings across time zones
Travel and Logistics Coordination
• Ability to schedule and plan complex travel itinerary – coordinating with multiple internal and external assistants
• Book flights, ground transportation, lodging and entertainment for business travel (domestic and international) with clear understanding of banker preferences
• Practical, logical mind-set in problem solving calendar conflicts and travel logistics
• Well versed with Moelis’ Travel & Expense Guidelines
Expense Submission and Reconciliation
• Prepare and submit monthly expenses through Concur and monitor corporate card payment to American
Express
Qualifications
• 5-10 years of previous experience as an administrative assistant preferably in a banking environment
• High level of proficiency in Microsoft Outlook, Word, Excel, PowerPoint
• Bachelor’s degree preferred
• Highly organized and efficient
• Excellent communication skills both written and verbal
• Detail-oriented with “no task is too small” mentality
• Excellent judgment and discretion regarding sensitive and/or confidential information
• Problem solving and decision making skills
• Professional, friendly, positive attitude, team player
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