Asset & Wealth Management, Administrative Assistant, Seattle

Job Summary & Responsibilities:

• Provides administrative support to Region Head for Private Wealth Management in Seattle Region in a complex team environment.
• Proactively coordinate and maintain complex and extremely detailed calendars, including senior-level internal/external meetings and conference calls; strategically prioritizing meeting requests and all related client logistics.
• Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges. Responds and follows up on client requests in a timely manner.
• Handles highly confidential and sensitive information with the utmost discretion and compliance.
• Manage high volume of phone calls, interacting with high-level business leaders, executives and clients in a professional and effective manner. Coordinates all logistics for PWM client calls as well.
• Coordinates a high volume of travel arrangements, including visa procurement when applicable, and processes expense reports in timely manner.
• Prepares and distributes correspondence, agendas, letters, reports or other documents as requested. Organizes and ships materials to clients as needed.
• Plan, lead and manage various events, including client engagement as well as internal entertainment
• Supports general office administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc), ad-hoc projects or facilities management as needed
• Works with conference and catering services for client engagements as needed.
• Maintains detailed understanding of firm policies and escalates appropriately

Qualifications:

• Experience supporting executive(s) in a complex environment, preferably in financial services, private sector or government is preferred.
• Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow up as often as necessary.
• Adaptable to new technologies, familiarity with CRM systems such as Salesforce is preferred
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
• Familiar with expense platforms such as SAP Concur.
• Supportive team player with a positive attitude.
• Ideal candidate has at least 4-6 years of experience.