Administrative Assistant

Summary

Join Voleon, a leading technology company in finance, as an Administrative Assistant providing comprehensive support to senior and mid-level managers. You will play a crucial role in enhancing their productivity and contributing to the company's success. Responsibilities include managing calendars, coordinating travel, handling communications, and ensuring managers are well-prepared. The ideal candidate possesses strong organizational and interpersonal skills, proficiency in technology, and a proven track record of supporting multiple managers. Voleon offers a competitive compensation and benefits package, including medical, dental, vision, life insurance, paid time off, and a 401(k) plan. This is an opportunity to work in a collaborative and enriching environment with internationally recognized experts.

Requirements

• Proven skills supporting multiple managers
• A track record of successful collaboration within executive support teams
• Strong organizational skills, capable of seamlessly managing multiple tasks and conflicting priorities with meticulous attention to detail
• Exceptional interpersonal skills, allowing you to build relationships with diverse personalities across key stakeholders
• Demonstrative aptitude in written and verbal communication, evidenced through clear, concise expression and effective discourse
• The ability to handle a high volume of tasks and projects independently or with minimal guidance
• Quick decision-making skills to respond effectively to urgent situations and events
• Flexibility to adapt quickly to changing priorities
• Proficiency in technology, including MS Outlook calendaring, MS Word, Excel, and PowerPoint
• A strong sense of urgency
• Ability to lift 15 pounds
• Ability to sit at a desk for extended periods of time

Responsibilities

• Deliver exceptional, comprehensive, and proactive administrative support tailored to the varying needs of managers
• Manage the managers' calendars in a seamless manner, with the ability to prioritize and triage meeting requests effectively
• Coordinate effectively with Executive Support team who support partners and other members of the leadership team
• Learn from established processes that match each manager's style and enhance their productivity
• Effectively use standard calendaring, communication, expense reporting, and travel arrangement systems
• Ensure that the managers have necessary materials and are prepared for meetings
• Receive, screen, and respond to communications in coordination with the managers or on their behalf in a manner that reflects the managers: clear, courteous, professional, and timely
• Manage domestic and international travel preparations
• Provide support to other stakeholders when requested by the managers, including colleagues, clients, vendors, and others
• Handle confidential and non-routine information with the utmost care
• If locally based, provide on-site support to managers, ensuring their physical workspace is organized and conducive to productivity
• Assist in the planning and coordination of meetings, including room setup and catering arrangements
• Collaborate with IT support for any technology needs or issues experienced by the managers
• Participate in any research activities or projects as requested by managers
• Assist with some project management and follow-ups on behalf of managers
• Continuously seek opportunities to improve support processes and efficiency

Preferred Qualifications

• Experience using Atlassian software
• A bachelor's degree

Benefits

• Medical, dental, and vision coverage
• Life and AD&D insurance
• 20 days of paid time off
• 9 sick days
• A 401(k) plan with a company match