Administrative Assistant

IFG International Financial Group Ltd; Seattle (WA); On-site; USD 60,000 - 75,000; Full time

Job summary

A financial services firm is seeking an experienced Business Support Administrator Assistant in Seattle. This role involves managing calendars, scheduling meetings, and maintaining effective working relationships with stakeholders. The ideal candidate will have extensive administrative experience, strong skills in Outlook and Office Suite, and the ability to work under pressure. Join a dynamic team committed to excellence and effective support.

Qualifications

• 3-5+ years of Senior Level Administrative Assistant experience.
• Minimum of 4 years of experience with Outlook, Word, Excel and PowerPoint.
• Excellent organizational, analytical, anticipatory, and written communications skills.

Responsibilities

• Manage executive calendar and domestic/international travel logistics.
• Schedule and implement staff meetings and events.
• Track Business Units T&E spend.
• Provide administrative support within the MLGCS Global Admin Community.

Skills

Senior Level Administrative Assistant experience

Calendaring experience

Conference Management experience

Multi-tasking ability

Organizational skills

Analytical skills

Written communication skills

Problem-solving skills

Tools

Outlook

Word

Excel

PowerPoint

OneNote

Job description

About this job
Our client’s goal is to empower individuals to build connections and community across their organizations. Our client is looking for an experienced and enthusiastic Business Support Administrator Assistant to provide support to a Director within Customer Service and Support. As an Administrator Assistant you will thrive in a fast-paced and dynamic work environment, you will also work in close partnership with the Director in the Modern Life, Gaming and Customer Support Services Business Unit to provide seamless support.

Responsibilities:

• Executive calendar management Domestic and international travel logistics, trip preparation.
• Expense reporting
• Schedule and implement staff meetings, events and off-sites, major events, partner meetings, and local activities.
• Managing close working relationships with key business stakeholders/leaders in the associated Groups across the CSS organization to ensure strategic prioritization of the Directors attention.
• Provide Rhythm of the Business support – ensuring timely planning and facilitation of internal meetings, Connect discussions, Rewards discussions, and other key discussions.
• Tracking of Business Units T&E spend.
• Provide cover and MLGCS administrative support as needed within the MLGCS Global Admin Community to provide a seamless service to the MLGCS Group.
• Judgment in dealing with confidential information and ensuring accurate and timely distribution of information.
• Maintaining and publishing organizational charts, org level aliases and distribution groups and space management.
• Oversee all aspects of the administrative tools and act as the information champion for such data.

Qualifications:

• 3-5+ years of Senior Level Administrative Assistant experience.
• 3-5+ years – Strong calendaring experience
• Conference Management experience - experience with a variety of different tasks in the admin role – ability to multi-task.
• Minimum of 4 years of experience with Outlook, Word, Excel and PowerPoint, OneNote.
• Excellent organizational, analytical, anticipatory, and written communications skills.
• Ability to juggle multiple projects at once, in addition to dealing with ambiguity.
• Solid problem-solving skills.
• Must be assertive, have a high level of integrity, and consistently demonstrate a positive, “can-do” attitude with the ability to maintain the confidentiality of highly sensitive material with tact and professionalism.
• Eager and able to work effectively under pressure with short time constraints and in relatively ambiguous and complex situations, as well as the ability to adjust direction in response to changing work situations.
• Able to work successfully in a Global team environment, build effective working relationships inside and outside group, and accommodate working styles and perspectives of diverse individuals and groups.
• Knowledge of corporate organization and ability to navigate it; knowledge of departmental business practices and tools is required