Administrative Assistant

Job Purpose

To provide administrative support to managers and professional staff in U.S. Public Policy and Legal departments. This role is responsible for scheduling and coordinating meetings, preparing expense reports, and working on special projects. This position interacts with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization, therefore poise, professionalism and strong interpersonal skills are essential attributes.

In coordination with the Office Manager, this position may assist with inventory control and vendor management.

• Provide administrative support to U.S. Public Policy and Legal staff members.
• Schedule and organize complex activities such as meetings, travel (domestic and international), and department activities across multiple time zones.
• Book domestic and international travel for staff following budget and approval guidelines.
• Be proactive in anticipating needs for meetings, ensuring travel, paperwork, attendee lists, reports, files, pre‑meets are organised and if relevant attended.
• Respond quickly to the changing requirements and travel plans of the team when required.
• Coordinate conference room bookings, refreshments, and hybrid meeting logistics.
• Process managers’ expenses and invoices in Concur in a timely manner, with minimal supervision required.
• Help type and format letters, design general correspondences, memos, PowerPoint presentations, charts, tables, graphs, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes.
• Assist in distribution as required.
• Act as a liaison with other departments and outside agencies, including high-level external and internal staff.
• Handle confidential and non‑routine information and explain departmental policies when necessary.
• Work collaboratively with administration team during busy times and on various communal tasks.
• Provide customer support – written and verbal – for Protocol Management and Library Enterprise utilizing Jira and Jira Service Management.
• Provide back‑up support to administration team when covering for other Assistants and when required.
• Depending on manager’s requirements, it may be necessary to take minutes at meetings and on conference calls.
• Answer phone calls and direct accordingly to the appropriate department.
• Work with building security in preparation for visitors; greet visitors when they arrive.
• Create work orders as needed.
• In coordination with the Office Manager, order and stock office and pantry supplies.
• In coordination with the Office Manager, process incoming and outgoing mail.
• Assist with office events as needed.

• Associate’s degree required, Bachelor’s degree preferred.
• 3+ years of administrative assistant experience preferred within a financial institution or in a fast‑paced business environment.

• Must have strong working knowledge of Microsoft Office (MS Word, Excel, PowerPoint, Outlook, Teams).
• Efficient with MS Teams and Zoom.
• Knowledge of SAP Concur a plus.
• Knowledge of Jira a plus.
• Experience or knowledge with international travel booking a plus (e.g. visa requirements and application processes).

• Must have strong communication and interpersonal skills and the ability to interact and communicate with individuals at all levels of the organization.
• Ability to handle sensitive and confidential situations with diplomacy and tact.
• Working knowledge of secretarial, office administrative procedures, use and operation of standard office equipment.
• Continual attention to detail in composing, word‑processing, and proofing materials, establishing priorities and meeting deadlines.
• Analytical ability in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Must be able to deal with busy and demanding schedules, working well under pressure, be able to prioritize and multi‑task within a changing environment.
• Work autonomously but also be a strong team‑player, assisting the other admin assistants with general shared responsibilities.
• Strong written, verbal, and organizational skills and strong attention to detail.