Executive Assistant
Russell Tobin, Baltimore, MD, United States
As an Administrative Assistant, you will provide comprehensive administrative support to senior members of the division and be responsible for the following:
Act as the first point of contact for inbound and outbound calls for managers, exercising discretion when handling sensitive information
Understand key clients and colleagues for each manager, take accurate messages, and stay informed of managers’ whereabouts
Liaise with various internal departments to gather information, respond to requests, and coordinate services on behalf of managers
Manage managers’ calendars using Outlook, including scheduling meetings, resolving conflicts, and coordinating video conferences
Plan and organize internal events, including registrations, room bookings, audiovisual support, and catering arrangements
Coordinate domestic and international travel, including flights, hotels, car service, and visa/entry requirements
Prepare and submit timely expense reports, follow up on discrepancies, and ensure documentation accuracy
Create, edit, and format documents using Microsoft Office Suite and Adobe Acrobat
Support document management tasks, including uploads to internal systems and preparation for printing or binding
Manage shared team platforms such as Microsoft Teams and SharePoint
Assist with onboarding and offboarding of employees and contractors, mail distribution, visitor management, and office supply ordering
Process invoices and raise funding requests using internal systems
Provide support on ad hoc projects and offer backup assistance to other administrative staff as needed
Qualifications
Experience supporting multiple senior executives, including heavy calendar and phone management
Flexibility to support different managers as team needs evolve
5–10 years of experience in financial services or a corporate environment preferred
College degree preferred (or equivalent relevant experience)
Strong communication, writing, judgment, and problem-solving skills
High attention to detail with strong organizational and time management abilities
Team-oriented, proactive, and adaptable in a fast-paced environment
Proficiency in Microsoft Office Suite, especially Outlook, Excel, and PowerPoint
Knowledge of Microsoft 365 and Teams is an advantage
Familiarity with tools such as Concur, SharePoint, Fieldglass, and Ariba is a plus
Strong typing skills (60+ WPM)
Pride Global and it's affiliates offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.
Pride Global and it's affiliates are an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Pride Global and it's affiliates are a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.
Accommodations
We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.
Only applicable for San Francisco Candidates
Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.
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Act as the first point of contact for inbound and outbound calls for managers, exercising discretion when handling sensitive information
Understand key clients and colleagues for each manager, take accurate messages, and stay informed of managers’ whereabouts
Liaise with various internal departments to gather information, respond to requests, and coordinate services on behalf of managers
Manage managers’ calendars using Outlook, including scheduling meetings, resolving conflicts, and coordinating video conferences
Plan and organize internal events, including registrations, room bookings, audiovisual support, and catering arrangements
Coordinate domestic and international travel, including flights, hotels, car service, and visa/entry requirements
Prepare and submit timely expense reports, follow up on discrepancies, and ensure documentation accuracy
Create, edit, and format documents using Microsoft Office Suite and Adobe Acrobat
Support document management tasks, including uploads to internal systems and preparation for printing or binding
Manage shared team platforms such as Microsoft Teams and SharePoint
Assist with onboarding and offboarding of employees and contractors, mail distribution, visitor management, and office supply ordering
Process invoices and raise funding requests using internal systems
Provide support on ad hoc projects and offer backup assistance to other administrative staff as needed
Qualifications
Experience supporting multiple senior executives, including heavy calendar and phone management
Flexibility to support different managers as team needs evolve
5–10 years of experience in financial services or a corporate environment preferred
College degree preferred (or equivalent relevant experience)
Strong communication, writing, judgment, and problem-solving skills
High attention to detail with strong organizational and time management abilities
Team-oriented, proactive, and adaptable in a fast-paced environment
Proficiency in Microsoft Office Suite, especially Outlook, Excel, and PowerPoint
Knowledge of Microsoft 365 and Teams is an advantage
Familiarity with tools such as Concur, SharePoint, Fieldglass, and Ariba is a plus
Strong typing skills (60+ WPM)
Pride Global and it's affiliates offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.
Pride Global and it's affiliates are an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Pride Global and it's affiliates are a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.
Accommodations
We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.
Only applicable for San Francisco Candidates
Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.
#J-18808-Ljbffr