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KYC Administrative Assistant

Req #: 170104859
Location: Tampa, FL, US
Job Category: Accounting/Finance/Audit/Risk
Potential Referral Amount: 0 US Dollar (USD)


 

Description
 
Day to day duties will include scheduling meetings and appointments, logistics coordination and management of client and senior visits, offsite meetings, town halls, travel schedules, processing expense reports, and reserving conference rooms as necessary for the Tampa KYC Management team.  Your daily routine also includes interaction with various executive level internal clients across the lines of businesses.  You will need to adapt procedures, processes, and techniques to complete assignments in line with the department's activities and goals.  The duties and administrative functions will require confidentiality, initiative, sound decision-making, independent judgment, and the ability to escalate serious or unique problems to higher levels.
 
Administrative Responsibilities:
  • Telephone coverage for multiple executives
  • Actively manage the calendars of multiple team members and provide coverage for senior managers who visit the site; while working effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones
  • Book international & domestic travel arrangements and organize itineraries
  • Process timely and accurate travel expense reports
  • Develop and maintain electronic files as needed
  • Assist with staff onboarding and off boarding which includes requesting equipment setup and system access
  • Manage general office needs such as ordering supplies, mail distribution, and floor maintenance
Performance Expectations: 
  • Self-starter, ability to work in a fast-paced team environment
  • Willing and able to learn the business and fully understand how and why tasks satisfy business needs 
  • Strong interpersonal, written, and oral communication skills
  • Strong organizational and time management skills 
  • Ability to work independently as well as part of the team to ensure that the needs of the group are always met and that adequate assistant coverage is provided to the group 
  • Make yourself available to your peers to assist with overflow, special projects, and day-to-day tasks 
  • Strong technical skills – hardware and software
  • Tasks, whether routine or urgent, are completed successfully and in a timely manner 
  • Understanding and demonstrating good problem-solving skills 
  • Calendar management/document organization 
  • Other administrative/general tasks 
  • Coordinate group coverage (i.e., vacations, training and temporary assistance)
  • Establish and maintain open communication policies with peers and managers across the organization
  • Maintain familiarity with all policy and technology updates 
  • Maintain confidentiality of information
 
Qualifications
 
  • Minimum 5 years senior executive secretarial experience
  • Proven PC skills, highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
  • Enthusiastic, self-motivated, effective under pressure, and flexible
  • Able to work with minimal supervision, works well individually and in teams, shares information, and supports colleagues
  • Solid organizational and time management skills
  • Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to individuals at all levels of the organization
  • Excellent telephone skills (i.e. takes accurate and complete messages)
Days/Hours - Monday - Friday / 8am - 5pm
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