Scheduler / Administrative Assistant III Location: Baltimore Inner Harbor in Maryland (Hybrid) Project Length: 6 Months with Potential for Extension or Permanent Employment Compensation: $19
– $21/hr About The Role: Our investment services client is looking for an action and detail-oriented, high energy, person to work in a fast-paced dynamic team environment and possesses the ability to work autonomously.
Typical responsibilities include:
• Coordination and managing of leaders’ calendars
• Supporting the on-boarding of new staff
• Coordinating and managing events
• Travel arrangements and expense processing
• Providing coverage for other Administrative Assistants in the department as needed
• Assisting the General Management team with documenting, reporting, and ad-hoc projects as needed Role Summary Typically provides direct assistance to one or more senior leaders and/or senior individual contributors.
Responsible for exercising confidentiality, tact, and diplomacy when completing own work.
May direct the work of less experienced support staff and assign tasks.
Provides thoughtful and tactful support to managers when new processes and policies are implemented.
Effectively works with others to ensure and provide seamless support and coverage when necessary.
Essential Functions:
• Performs moderately complex and confidential administrative duties that require considerable skill and knowledge of organization policies and procedures.
Screens calls and visitors and resolves routine and sometimes complex inquiries.
Schedules and maintains calendar of appointments, meetings, and travel arrangements.
Exercises moderate level of autonomy in troubleshooting issues as they arise and anticipates the needs of the person they support.
Work is generally fast-paced and moderately complex.
• Conducts moderately complex administrative assignments related to meeting, seminar, workshop, and/or conference planning, including material production; prep material packet compilation; scheduling; logistical arrangements; and liaising with participants, speakers, and vendors.
Assists with special projects across multiple teams, including workstream participation.
• May conduct research for senior leader(s) or senior individual contributor; compiles, analyzes, and summarizes information for reports and correspondence.
Compiles, reviews, and analyzes more complex data and keeps databases and share sites up to date.
Provides accurate data and information to others on functional unit processes and procedures as requested.
• Coordinates executive meetings, including logistics (reserving meeting site, catering, security notifications), collection and coordination of meeting materials, agenda creation, and recording meeting minutes for senior leaders and/or senior individual contributors and tracks/manages meeting attendance responses.
• May assist in the preparation correspondences, memoranda, and reports, copying and filing and processing documentation of expenses and vouchers.
May prepare and distribute minutes of meetings and other duties as assigned.
Typical Qualifications:
• Bachelor’s degree or the equivalent combination of education and relevant experience AND
• 3 years of total relevant work experience Preferred Qualifications:
• Strong working knowledge of Microsoft products, (Word, Excel, PowerPoint, Outlook, SharePoint).
Heavy Outlook Calendar knowledge required.
• Experience using Workday for Human Resource Management tasks, myBuy/Coupa or similar procurement/purchasing systems, Egencia for travel arrangements, and Concur for expenses.
• Strong communication skills: verbal, listening, and written; ability to work effectively and communicate with a global/virtual team
• Strong attention to detail and organizational skills
• Self-directed and able to perform assignments independently; demonstrates pro-active approach and is flexible with change
• Ability to multitask, prioritize, and collaborate with others to accomplish tasks and meet deadlines.