Office Administrative Assistant

Job Title: Administrative Assistant

Office Address: Cohoes, NY

Pay: $24-25/ h

Job Summary & Responsibilities:

• Provide administrative support to various advisors & account managers in a dynamic team environment and provide backup team support as needed.

• Maintain and coordinate detailed calendars including internal & external meetings and conference calls, prioritizing meeting requests and related logistics.

• Coordinates logistics for client calls & advisor meetings that include scheduling, teleconference rooms and calendar conflicts on an ongoing basis.

• Coordinate travel arrangements and processes expense reports in a timely manner.

• Handle highly confidential and sensitive client information with the utmost discretion.

• Prepares and distributes department correspondence, memos, letters, reports or other documents as requested.

• Interacts with high level business leaders in a professional and effective manner.

• Organizes and ships materials to clients. Responds and follows up on client requests.

• Supports the onboarding and integration of new hires on team as well as new client accounts, including performing the relevant data entry processes

• Maintains understanding of firm policies and handles certain issues independently.

• Responsible for participation in ad-hoc and general administrative duties including but not limited to copying, scanning, filing, faxing, archiving, inventory ordering, invoice submissions, shipping, mail and check related processing.

Skills & Qualifications:

• Experience supporting high level executives and/or financial advisors in complex environment, preferably in financial services, private sector or government.

• Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information.

• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.

• Extreme attention to detail and organizational skills, with ability to prioritize tasks.

• Quick learner and self-starter with excellent anticipation skills.

• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.

• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.

• Highest degree of integrity, professionalism, and diplomacy is required.

• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.

• Familiar with expense platforms such as SAP Concur

• Supportive team player with a positive attitude.

• Ideal candidate has at least 5+ years of experience.

Benefits Info

Russell Tobin 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.