Administrative Assistant

Green Key Resources
June 22, 2022
Wayne, PA
Job Type


The current role is for an Administrative Assistant who will report into the Head of Platform Services Team, Administration & Office Management manager while supporting priority clients and Global Markets Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff.


  • Supervision of administrative personnel with a keen oversight of daily performance, review and escalation of all client or team concerns, monitoring of task completion & KPI’s in Quest. Ensure team adheres to policies and processes, provide coaching, training and mentorship of administrative pod. Perform monthly 1:1 meetings to review individual performance. Participate in Mid-Year and Year-end review process.
  • Domestic and International Travel arrangements; expedited travel service. Process of expense claims.
  • Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
  • Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
  • Managing logistics for visitors
  • Management of incoming and outgoing phone calls
  • Maintain current e-mail distribution lists in Outlook
  • Modification and distribution of departmental reports.
  • Meeting minutes for high-level financial meetings.
  • Invoice processing and external client on-boarding coordination.
  • Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
  • Prepare reports using Excel and perform data analysis.
  • An Administrative Assistant will make use of several application systems including:
  • My IT / SailPoint – Request management tool for IT application security activities.
  • Concur – Travel scheduling and expense reporting.
  • Tom Net and Clock Net – Staff attendance and work hours tracking.
  • UPS – Express mail labeling and postage.
  • Microsoft Outlook
  • Microsoft Office Suite with a strong focus on Excel and report management.
  • Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets Front Office Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.

Required Qualifications for Administrative Assistant Position:

  • Education and Experience: Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
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