Overview
Administrative Assistant Jobs in Boston, MA at Russell Tobin
Title: Administrative Assistant
Company: Russell Tobin
Location: Boston, MA
This assignment will start fully on-site with the possibility to become hybrid.
Basic Purpose:
To provide in-office administrative support to designated Fixed Income team members and backup support for all Fixed Income investment teams.
Primary Responsibilities:
Provide primary support to the designated Fixed Income team members.
Work closely with the Fixed Income administrative team to alleviate workload and provide backup during a temporary vacancy of an admin team member.
Manage calendar scheduling in Microsoft Outlook.
Coordinate and manage virtual and on-site meetings.
Arrange travel logistics, including securing visas and coordinating meetings.
Ensure proper protocols are followed for building visitors.
Communicate and follow up on requests and deadlines.
Request new subscriptions and renewals for the team as needed.
Renew professional memberships for the team.
Obtain wet/e-signatures as needed.
Prepare and edit materials using Microsoft PowerPoint, Word, and Excel.
Create and process purchase requisitions in Ariba.
Complete and submit expense reports in Concur.
Assist with ad hoc projects and initiatives.
Provide phone and message support.
Print, copy, scan, and file materials.
Sort and distribute mail.
Maintain and order office supplies.
Job Requirements:
Bachelor’s degree and a minimum of 5 years of related experience preferred.
Excellent verbal and written communication skills.
Highly organized with strong attention to detail.
Strong organizational skills and the ability to manage multiple tasks.
Must be able to work both independently and as part of a team, adapting to various needs of Fixed Income.
Must demonstrate self-confidence and the ability to interact with senior-level management.
Must maintain strict confidentiality, multi-task, and pay strong attention to detail in a fast-paced environment.
Advanced proficiency in MS Word, Excel, Outlook, and PowerPoint; familiarity with Adobe Pro, AdobeSign, and DocuSign.
Ability to learn and work with various applications used by Fixed Income.
