Houston Administrative Assistant - Financial Advisory Services

Houston Administrative Assistant - Financial Advisory Services Job Title:         Administrative Assistant   Career Level:  2   Posting for:     Houston/FAS                           Job Summary:   This job exists to provide administrative support services for one or more internal clients. While the nature of the job responsibilities would remain primarily administrative they would differ based on the requirements of each client being served. The role holder would need to maintain very high level of professional and ethical standards in communicating with both external and internal contacts for the client. The role may require flexibility around overtime. An intermediate level proficiency of administrative skills including communication and computing is required. The role also requires basic knowledge of the clients business and other behavioral competencies.   The role is typified by, but not excluded to the following duties and responsibilities:   Primary Duties and Responsibilities:   Administrative Provide administrative support for client/s and manages multiple tasks. Occasionally coordinates meetings and conferences and may attend department meetings and prepare minutes as directed. Occasionally handle sensitive/confidential information requiring a high level of discretion. Develop a good working relationship with all levels of staff within the functional area. Cultivate relationships and maintain contact with external clients on behalf of internal clients. Function as a backup for other Administrative Assistants within the group and support other teaming activities as directed Prepare requisitions for specific office purchases with appropriate authorization and arranges for payments. Search and collect information from various internal/external sources (e.g. WWW or Deloittenet) to provide preliminary research Make time and expense entries accurately in a timely manner     Deloitte Applications Proficiently utilize Deloitte business applications and other functional specific applications where applicable to execute client requests and carry out administrative and support services. This may include transaction execution, reports generation and compilation (e.g. CRM, DPS etc)   Communication Compose business correspondence under direction from the clients served. Handle all incoming calls proficiently and follow through with issues raised with appropriate parties. Provide communication summaries and place calls on behalf of client as directed. Arrange essential mail both paper and electronic to help expedite client actions and avoid missing deadlines.   Document Creation Prepare professional business communication documents including memos, letters and emails with some direction from client Adhere to firm directed formats including fonts and logos for all internal and external communication documents   Organizing and Planning Arrange and own booking for conference rooms, catering, audio visual and telephony equipment for meetings and conferences as requested by client Arrange international and national travel under guidance from the client in accordance with firm policy Coordinate and arrange logistics for external functions including meetings, conferences, entertainment, receptions and dinner arrangements with significant direction from the client Prepare official agenda for meetings Compile materials for training and meetings with significant direction and instruction from client   Filling and Document Management Develop and maintains effective filing system for the management of client needs and requirements, including classified and confidential files Maintain contact details for client (business contacts etc) Maintain reference library (articles and business subscriptions) Process records for destruction or disposition with supervision Maintain and update electronic files• College Degree preferred but minimum of High school diploma • Minimum 5 years related work experience • Professional demeanor • Organized, detail-oriented, competent follow through skills. • Excellent computer skills - MS Word, Excel, Access, PowerPoint, Outlook, Proofreading and Internet • Excellent communication skills - spelling and grammar • Superior organization skills - ability to come up with processes and follow up • Ability to exercise good judgment/decision making when necessary • Ability to anticipate problems and act accordingly • Ability to prioritize and multi-task - great time management. • Ability to take initiative - assertive and confident. • Must have flexibility to work overtime as required. About DeloitteDeloitte refers to one or more of Deloitte Touche Tohmatsu, a Swiss Verein, and its network of member firms, each of which is a legally separate and independent entity. Please see www.deloitte.com/about for a detailed description of the legal structure of Deloitte Touche Tohmatsu and its member firms. Please see www.deloitte.com/us/about for a detailed description of the legal structure of Deloitte LLP and its subsidiaries. Deloitte LLP and its subsidiaries are equal opportunity employers.