Executive Administrative Assistant

Our client, a federal bank is seeing an Administrative Assistant to join their team.

• This is a long-term temp position through the end of the year.
• The pay rate is $45.00 per hour.
• The work hours are Monday – Friday, 8am – 5pm with one hour for a nonpaid lunch break ( 40 hours per week).
• This is a fully onsite position.

Job Summary

We are looking for an Administrative Support Staff Professional to provide structured, high-quality administrative coordination across multiple departments. Emphasis on organization, scheduling, tracking, and day-to-day project support. Stakeholders include three Department Heads, Advisors, Economists and Research Associates. The ideal candidate for this role should demonstrate exceptional organizational abilities, superb interpersonal skills, multi-tasking skills, and excellent time-management.

Responsibilites:

• Coordinate administrative support activities across three departments with varying workloads, priorities, and stakeholders.

• Manage highly complex calendars, meeting logistics, and proactively resolve competing priorities.

• Track project tasks, deadlines, and deliverables using spreadsheets or tracking tools.

• Prepare and organize meeting materials, agendas, and follow-up action items.

• Serve as a central point of contact for administrative requests and information flow.

• Oversee travel coordination and expense tracking for leadership-level activities.

• Coordinate travel logistics and expense submissions and manage the Function’s discretionary and nondiscretionary travel as part of project support.

• Support strategic initiatives, special projects, and leadership communications.

• Identify process improvements to increase efficiency at the executive level/

• Monitor workload volume and flag scheduling conflicts or risks to timelines.

• Support onboarding/offboarding tasks and ad hoc administrative project needs.

• Partner with other Research Executive Assistants in supporting group wide administrative and office support needs, such as mail distribution and phone coverage.

• Prepare requests for visitors and access requests for drug screening, fingerprinting and ID card requests.

• Work on project teams – Conference and Event Management, Visiting Professors, and PhD Recruiting, including, maintaining data, tables and charts for tracking and informational purposes.

• Coordinate meetings/events; may include webcasts, conferences or other special events, luncheons, receptions, and reserve conference rooms.

• General administrative responsibilities.

• Provide back-up support to other administrative staff and perform other ad-hoc duties assignments and projects, as necessary.

Qualifications:

• Bachelor’s degree or 3-5 years equivalent administrative or office support experience.

• Excellent understanding of the company’s operating policies and procedures, including but not limited to Time and Labor, travel reimbursement, purchasing, disbursing and document retention.

• Ability to work in a team environment, where workflow is subject to changing priorities.

• Strong organization and multitasking skills.

• Effective interpersonal communication skills.

• Proficiency with scheduling tools and basic reporting; excellent customer service skills.

• Excellent judgment and discretion in handling sensitive data and confidential information.

• Ability to work with minimum supervision and guidance.

• Proficiency in various software, MS 365 Suite (Excel, Word, OneDrive, OneNote, Outlook, PowerPoint, SharePoint, Teams), Event Management, Web Ex, Zoom, etc.