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Administrative Assistant IND

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Quick Apply

AI generated summary

  • You need relevant executive office management experience, strong communication skills, ability to influence others, thrive under pressure, manage complex calendars, and proficiency in MS Office.
  • You will support Senior Leaders by managing calendars, coordinating meetings and travel, preparing materials, handling expenses, and liaising with stakeholders while tracking action items.

Requirements

  • Relevant experience in managing an executive’s office, scheduling or voice process.
  • Exceptional at developing communications- ability to synthesize information, write for understanding at all levels of the organization.
  • Experience influencing at all levels of the organization; proven ability to drive results through others.
  • Proven ability to work under pressure with undefined processes, tight deadlines and frequently changing priorities.
  • Ability to work with teams, leaders in a virtual environment.
  • Calendar management skills, including the coordination of complex executive meetings.
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
  • Bachelor’s/Master’s degree in any discipline.

Responsibilities

  • Directly support Senior Leaders to ensure effective management of all accountabilities that support the executive office. This includes communications, set business agendas, regular interaction with the Executive's direct reports, manage the office, and take on specific assignments and ensure deliverables are met. Manage calendar of multiple leaders/advisors/team across geographies/time zone to coordinate variety of meetings. Coordinate travel arrangements (Domestic or International) and reservations, as needed. Expense submission for the leader and the team.
  • Should be able to work independently on behalf of leader to Identify, delegate and take action on emails on a daily basis.
  • Liaison with corporate colleagues, employees, advisors, external clients on behalf of the Leader's office.
  • Take ownership to prepare materials and agendas for daily, weekly, monthly team meetings and TownHalls.
  • Prepare presentations, communications, and talking points for the Leader as needed.
  • In the absence of the Leader, manage interactions with advisors, corporate leaders, employees and external clients.
  • Calendar management, requiring interaction with multiple leaders/ teams and assistants across geographies/ time zones to coordinate a variety of meetings.
  • Managing expense submission for the leader and their teams
  • Help in coordinating travel arrangements (Domestic or International) and reservations, as needed.
  • Track action items, summarize miscellaneous reports / documents, as and when required.

FAQs

What is the primary responsibility of the Administrative Assistant in this role?

The primary responsibility is to directly support Senior Leaders in managing their accountabilities, which includes communications, scheduling meetings, managing the office, and ensuring specific assignments are completed.

What type of experience is required for this position?

Relevant experience in managing an executive’s office, scheduling, or within a voice process is required.

Are there any preferred qualifications for this position?

While not specified, a background in business support and operations is generally preferred. Candidates with strong communication and organizational skills will also stand out.

What tools and software should candidates be proficient in?

Candidates should have strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.

What kind of meetings will the Administrative Assistant coordinate?

The Administrative Assistant will coordinate complex executive meetings across various leaders, teams, and time zones.

Is a degree required for this role?

Yes, a Bachelor’s or Master’s degree in any discipline is required.

What is the work schedule for this role?

The role is full-time, with working hours from 4:45 PM to 1:15 AM.

Will I need to coordinate travel arrangements?

Yes, the Administrative Assistant will help coordinate both domestic and international travel arrangements and reservations as needed.

How will this position engage with other team members?

The Administrative Assistant will work collaboratively with corporate colleagues, employees, advisors, and external clients on behalf of the Leader's office.

What qualities are essential for success in this role?

Candidates should possess the ability to influence others, work under pressure, manage changing priorities, and handle calendar management effectively with exceptional communication skills.

Finance
Industry
5001-10,000
Employees
1894
Founded Year

Mission & Purpose

At Ameriprise Financial, we have helped our clients feel confident about their financial futures for more than 125 years. Our network of more than 10,000 financial advisors delivers personalized financial advice to help clients reach their goals. Ameriprise has corporate locations throughout the U.S. and across the globe, and advisor offices in all 50 states. Learn how you can build your career at Ameriprise Financial. *Ameriprise Financial Q3 2021 Statistical Supplement All content on this page is provided for informational purposes only and should not be used as the sole basis for investment decisions. Ameriprise Financial cannot guarantee future financial results. Investment products are not federally or FDIC insured, are not deposits or obligations of, or guaranteed by, any financial institution, and involve investment risks including possible loss of the entire amount invested. Brokerage, investment and financial advisory services are made available through Ameriprise Financial Services, Inc. Member FINRA and SIPC. By clicking on a hyperlink, you may be directed to a non-Ameriprise website. Be aware that the linked site will be subject to rules, regulation, and privacy and security provisions that are separate, and may differ, from Ameriprise Financial. Investment advisory products and services are made available through Ameriprise Financial Services, LLC., a registered investment adviser. Ameriprise Financial Services, LLC. Member FINRA and SIPC. © 2022 Ameriprise Financial, Inc. All rights reserved. 1 Certified Financial Planner Board of Standards, Inc. and based on the number of financial planning clients disclosed annually by SEC-registered investment advisers. 2. Ameriprise Financial Q3 2021 Statistical Supplement.