Administrative Assistant I

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Job description

Job Description

Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.

Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).

Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.

Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.

Excellent Communications skills required - both written and verbal.

Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.

Domestic and International Travel

Process of heavy expense claims.

Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.

Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.

Managing logistics for visitors

Management of incoming and outgoing phone calls

Maintain current e-mail distribution lists in Outlook

Modification and distribution of departmental reports.

Meeting minutes for high-level financial meetings.

Heavy invoice processing and external client on-boarding coordination.

Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.

Prepare reports using Excel.

Strong knowledge of PowerPoint presentation development and editing for client meetings.

An Administrative Assistant will make use of several application systems including:

ivalua - Supplies and IT Procurement.

My IT / SailPoint - Request management tool for IT application security activities.

Concur - Travel scheduling and expense reporting.

Tom Net and Clock Net - Staff attendance and work hours tracking.

UPS - Express mail labeling and postage.

Microsoft Outlook

Microsoft Office Suite with a strong focus on Excel and report management.

Tableau

Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.

Required Qualifications for Administrative Assistant Position:

Education and Experience: Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.

Demonstrate an in-depth understanding of procedures and departmental and legal policies.

Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.

Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.

Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.

Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality. Be an excellent team player.

Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.

Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism

About Kyyba:

Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.

At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.

Disclaimer:

Kyyba is an Equal Opportunity Employer.

Kyyba does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. Minorities / Females / Protected Veterans /Veteran Spouses/ Individuals with Disabilities are encouraged to apply. All employment is decided on the basis of qualifications, merit, and business need."

Rewards:

Medical, dental, vision

401k

Term life

Voluntary life and disability insurance

Optional Pre-paid legal plan

Optional Identity theft plan

Optional Medical and dependent FSA

Work-visa sponsorship

Opportunity for advancement

Long-term assignment with opportunity for hire by client

SELECT AWARDS

An INC 5000 company for 10 years

Corp! Michigan Economic Bright Spots

Crain's Detroit Business Top Staffing Service Companies in Detroit

TechServe Alliance Excellence Award- IT and Engineering Staffing & Solutions

Best of MichBusiness winner in HR Wizards & Partnerships

Metro Detroit Elite Category: Recruitment, Selection & Orientation for 101 Best & Brightest

101 Best & Brightest Companies to Work for in Michigan

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