Administrative Assistant

Spectraforce Technologies, Inc.; Houston (TX); On-site; USD 25,000 - 33,000; Full time

Job summary

Spectraforce Technologies, Inc. in Houston, TX is seeking an Administrative Assistant to support 25+ Junior Bankers. You will handle calendar management, travel bookings, and high-volume communications with professionalism.

This role emphasizes discretion, teamwork, and proactive problem solving in a fast-paced finance environment. The position is a 6-month assignment requiring strong MS Office skills and the ability to coordinate across multiple time zones, including conferencing and invoice

Qualifications

• Strong proficiency with Word, Excel and Outlook and ability to manage multiple time-sensitive tasks.
• Experience handling high-volume workloads with confidentiality and professionalism.
• Excellent written and verbal communication across all levels of the organization.

Responsibilities

• Coordinate and schedule meetings and conference calls across multiple time zones.
• Manage high volumes of phone calls and emails with timely, accurate responses.
• Calendar management for bankers (Associate level+).
• Coordinate room bookings for internal/external meetings and video conferences.
• Arrange travel including visas, flights and accommodations for the team.
• Process expenses and support ad hoc tasks to maintain workflow.
• Provide day-to-day support and coverage for colleagues as needed.

Skills

MS Office Proficiency

Calendar management

Multi-tasking

Attention to detail

Communication skills

Team player

Discretion

Customer service

Proactive problem solving

Adaptability under pressure

Job description

Job Title: Administrative Assistant

Location: Houston, TX 77002

Duration: 6 months

Hours of Work: M-F 9:00 am - 5:00 pm (1 hour lunch break).

Description

Our Junior Banker Assistants are responsible for providing extensive administrative support to 25+ Junior Bankers at Analyst, Associate up to Junior VP level. This role works within a team of assistants supporting various bankers within an industry group team. The Junior Assistant will be provided with full training alongside ongoing support from their Team Supervisor during the engagement. This would suit someone with a Customer Service/ Administrator background with experience of dealing with a high-volume workload. This is a demanding role which requires extensive support from a highly competent, proactive, independent, and process driven individual. Experience of working in a remotely managed environment is a bonus.

As a division, our strategic objectives include:

• To be the world's pre-eminent investment bank - trusted advisor, financier, and risk manager for our clients on their most important transactions
• Build long-term relationships with clients and bring them world-class execution by "delivering the firm" over time
• Drive superior returns for our stakeholders
• Be the employer of choice for all career levels by providing a highly dynamic, meritocratic, diverse and rewarding workplace
• The duties of the role include:
• Coordinating and scheduling of meetings and conference calls across multiple time zones
• Managing high volume of phone calls and emails, relaying information in a timely and accurate manner
• Calendar management for bankers (Associate level+)
• Coordinating room bookings for internal/external meetings and VCs across multiple locations
• Coordinating travel arrangements for the team, including Visa applications, International flight and accommodation bookings
• Car bookings
• Expense processing and timely expense managementInvoice processing
• Taking on ad hoc tasks while maintaining workflow
• Supporting teams in day-to-day issues, needs and queries
• Providing phone / holiday coverage for colleagues

Skills:

• Excellent Microsoft Word, Excel and Outlook skills
• Able to manage competing time-sensitive priorities and tasks
• Demonstrates dependability and high attention to detail along with the ability to multi-task
• Displays a consistent, professional degree of communication skills in person, on phone, via Zoom and by email at various levels
• Comfortable working with people at all organizational levels, internally and externally
• Must be a team player that works well under pressure within a changing environment
• Flexible and adaptable to work and support across multiple teams
• Be resourceful and able to use own initiative in solving issues
• Proactive attitude when managing diaries
• Discretion to deal with confidential business matters
• Friendly, polite and approachable with a "can do" attitude
• Zero to one year of experience