Sr Administrative Specialist

Ascensus; Northern (KY); Hybrid; USD 38,000 - 46,000; Full time

Job summary

Ascensus is seeking an administrative professional to support Retirement Client Services leadership and teams. You will prepare KPI reports, manage the inquiry mailbox, coordinate town halls, and support large meetings with logistics and tech support.

Responsibilities include new hire setup, monthly absence/recruiting reporting, travel arrangements, and preparing presentations for senior leadership. Strong MS Office skills are essential.

Qualifications

• Experience in a fast-paced environment, ability to network and resolve issues throughout a large organization sometimes with little or no direction.
• Strong MS Office skills to include Excel, Word, Outlook, and PowerPoint.

Responsibilities

• Prepares and distributes Client Services’ monthly KPI information to Ascensus executive leadership.
• Monitors the Client Services Inquiry mailbox and assigns items and tracks to their conclusion.
• Reconciles the monthly headcount with human resources and finance. Ensures that open requisitions are accurately reflected and cost codes for new hires (and existing employees) are correct.
• Coordinates and facilitates the setup of the Client Services town hall meeting with New ERA including the finalization of the presentation.
• Provides administrative support for large meetings at the various sites including conference room/office reservations, meals, and technical support; these can include client, institutional partner and internal offsite meetings.
• Works with team managers on new hire set up including submitting tickets. Serves as a point of escalation if a new hire’s equipment or set up is not completed by their start date.
• Provides monthly reporting on unscheduled absences, RTO , updated team contact information, new hire and terminated associate tracking,
• Monitors the Client Services sick line and provides updates to leadership as needed throughout the day.
• Coordinates travel arrangements for Client Services leadership and key associates as requested. Includes submission of expense reports where appropriate, ensuring the correct cost codes are used.
• Completes mass email campaigns to plan sponsors, financial advisors and third party administrators for changes to service contact as well as several additional ad-hoc requests per year.
• Supports Client Services senior leadership, prepares presentations, correspondence, and related materials. Obtains, assembles, coordinates and redrafts material from required sources. Customizes presentation into appropriate format.

Skills

Experience in a fast-paced environment

MS Office Suite (Excel, Word, Outlook,

Education

High School Diploma

Job description

Section 1: Position Summary

Provide administrative support to Retirement Client Services leadership and associates including reporting, mailbox coverage, travel, and meetings (client, partner, townhall)

Section 2: Job Functions, Essential Duties and Responsibilities

• Prepares and distributes Client Services’ monthly Key Performance Indicator information to Ascensus executive leadership.


• Monitors the Client Services Inquiry mailbox and assigns items and tracks to their conclusion.


• Reconciles the monthly headcount with human resources and finance. Ensures that open requisitions are accurately reflected and cost codes for new hires (and existing employees) are correct.


• Coordinates and facilitates the setup of the Client Services town hall meeting with New ERA including the finalization of the presentation.


• Provides administrative support for large meetings at the various sites including conference room/office reservations, meals, and technical support; these can include client, institutional partner and internal offsite meetings.


• Works with team managers on new hire set up including submitting tickets. Serves as a point of escalation if a new hire’s equipment or set up is not completed by their start date.


• Provides monthly reporting on unscheduled absences, RTO , updated team contact information, new hire and terminated associate tracking,


• Monitors the Client Services sick line and provides updates to leadership as needed throughout the day.


• Coordinates travel arrangements for Client Services leadership and key associates as requested. Includes submission of expense reports where appropriate, ensuring the correct cost codes are used.


• Completes mass email campaigns to plan sponsors, financial advisors and third party administrators for changes to service contact as well as several additional ad-hoc requests per year.


• Supports Client Services senior leadership, prepares presentations, correspondence, and related materials. Obtains, assembles, coordinates and redrafts material from required sources. Customizes presentation into appropriate format.

Confidentiality & Compliance:

• Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.


• At Ascensus we are guided by our Core Values of People Matter, Quality First and Integrity Always®. They inspire us every day to prioritize an environment of respect for those we serve and one another and should be visible in your actions day-to-day.

Supervision

• N/A

Section 3: Experience, Skills, Knowledge Requirements

Education & Experience

• High School Diploma

Skills

• Experience in a fast-paced environment, ability to network and resolve issues throughout a large organization sometimes with little or no direction


• Strong MS Office skills to include Excel, Word, Outlook, and PowerPoint

For all virtual remote positions, in order to ensure associates can effectively perform your job duties with no distractions, we require an uninterrupted virtual workspace and there is also an expectation of family care being in place during business hours. Additionally, there is an internet work speed requirement of 25 Mbps or better for individual use. If more than one person is utilizing the same internet connection in the same household or building, then a stronger connection is required.If you are unsure of your internet speed, please check with your service provider. Note: For call center roles specifically, it is a requirement to either hardwire your equipment directly to the internet router or ensure your workstation is in close proximity to the router. Please ensure that you are able to meet these expectations before applying.

We are proud to be an Equal Opportunity Employer