Overview
Secretary III Jobs in Northfield, NJ at Rutgers University
Job Description Summary
Implements or performs a variety of HR administrative processes and tasks including employee record-keeping. Often handles sensitive employee and company information, which requires that they maintain a high level of professionalism and confidentiality.
Job Description
This position will follow our hybrid work model; we expect the selected candidate to work 2-3 days a week at our Saint Petersburg, FL, corporate office.
Under limited supervision, specialized knowledge and skills obtained through experience and/or specialized training are used to provide advanced, diversified, and confidential secretarial and administrative support to an assigned executive at the vice president or equivalent level with responsibility for a major organizational function. Guidance is provided to perform varied work that is somewhat difficult in character, requiring evaluation, originality, and ingenuity to make moderately complex decisions. Resolves or recommends solutions to complex problems. Extensive contact with internal and external customers is required to identify, research, and resolve issues. May communicate information to internal or external customers to sell or service products.
Essential Duties and Responsibilities
Serves as a liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.
Maintains confidentiality.
Provides executive support, including answering telephones, assisting visitors, and resolving and/or referring to a range of administrative problems and inquiries.
Composes and edits correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established policies.
May prepare, transcribe, compose, type, edit, and distribute agendas and minutes of meetings.
Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities, which may include coordinating travel and lodging arrangements.
Prepares or assists in preparing statistical and narrative reports by performing information gathering and analysis, as specifically directed.
Establishes, maintains, and updates files, databases, records, and other documents.
Develops and maintains data and performs routine analyses and calculations involved in preparing recurring internal reports.
Sorts, screens, reviews, and distributes incoming and outgoing mail.
Composes and prepares timely responses to a variety of routine written inquiries.
Maintains currency in modern office management methods and techniques.
Performs other duties and responsibilities as assigned.
Knowledge of
Intermediate-level concepts, principles, and practices of providing executive support.
Organizational policies and practices.
Confidentiality policies.
Investment concepts, practices, and procedures used in the securities industry.
Principles of banking and finance and securities industry operations.
Terminology of financial markets and products.
Skill in
Performing a range of executive support activities for a vice president of a major organizational functional area.
Answering telephones and assisting visitors.
Prepare, transcribe, compose, type, and edit correspondence, agendas, minutes, and other documents.
Scheduling and coordinating meetings, events, interviews, and appointments.
Preparing reports.
Gathering and analyzing basic information.
Establishing and maintaining files, databases, and other records.
Performing routine analyses and calculations involved in preparing reports.
Sorting, screening, and distributing mail.
Operating standard office equipment and using required software applications.
Ability to
Make administrative and procedural decisions and judgments.
Analyze and solve problems.
Maintain currency in modern office management methods and techniques.
Attend to detail while maintaining a big picture orientation.
Read, comprehend, and apply business-related information.
Motivate and persuade others to achieve desired outcomes without organizational authority.
Interpret and apply policies and identify and recommend changes as appropriate.
Organize, manage, and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
Communicate effectively, both orally and in writing.
Work independently as well as collaboratively within a team environment.
Handle stressful situations and provide a high level of customer service in a calm and professional manner.
Establish and maintain effective working relationships at all levels of the organization.
Licenses/Certifications
None required.
Education
Associate’s: Business Administration, Associate’s: Human Resources Management, High School (HS) (Required)
Work Experience
General Experience – 7 to 12 months
Certifications
Travel
Less than 25%
Workstyle
Hybrid
At Raymond James our associates use five guiding behaviors (Develop, Collaborate, Decide, Deliver, Improve) to deliver on the firm’s core values of client-first, integrity, independence and a conservative, long-term view.
We expect our associates at all levels to:
Grow professionally and inspire others to do the same
Work with and through others to achieve desired outcomes
Make prompt, pragmatic choices and act with the client in mind
Take ownership and hold themselves and others accountable for delivering results that matter
Contribute to the continuous evolution of the firm
At Raymond James – as part of our people-first culture, we honor, value, and respect the uniqueness, experiences, and backgrounds of all of our Associates. When associates bring their best authentic selves, our organization, clients, and communities thrive. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs.
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Title: Secretary III
Company: Rutgers University
Location: Northfield, NJ
