Banker Administrative Assistant, Los Angeles

Responsibilities

• Gatekeeping, calendar and correspondence management – Must maintain Banker/Principal’s schedules; coordinate email and calendar as directed; manage conference/in person meetings/Virtual Meetings including Zoom and Skype meetings/event coordination; etc. Must be comfortable liaising with Group Heads and other high-profile individuals. Must be proactive in helping to manage her/his schedule (e.g., not afraid to interrupt a meeting if she/he needs to be somewhere). Must be comfortable with extensive client interaction.
• Travel Arranging – Must arrange and facilitate extensive domestic, international, and multi-destination travel including flights, hotels, and cars in accordance with IBCM policy, expense guidelines. Ensure cross-border approvals are obtained as appropriate. Must understand Banker/Principal’s preferences and be able to proactively address them.
• Expense Management – Extensive preparation and tracking of all expense reports and reimbursements; understand and comply with all policies, guidelines, and procedures for expense processing; ensure that necessary pre-approvals are obtained for gifts and any entertainment over stated thresholds; complete monthly reconciliations of principal’s American Express statements.
• Phone Coverage – Must work with coverage team to cover all incoming calls quickly and effectively; understand and use firm’s web and audio conferencing resources; understand client base and working group list in order to field calls and address issues effectively and expeditiously.
• Coverage Group – Strong collaboration with coverage partners is required. Must discuss and coordinate time away from the office with your coverage partners to ensure that there is strong banker coverage at all times. This is critical especially as it relates to sick days, vacation days, early departure, late arrivals, lunch, general stepping away and any change to the schedule that may have an impact on the coverage group and banker coverage. Bankers and GOG must also be notified and Out of Office e-mail should be activated. Please refer to the Work from Home and Time Away from Office Guidelines for further detail.
• CAO Team – Must communicate sick days, vacation days, early departure, late arrivals and any change to your schedule. Please refer to the Work from Home and Time Away from Office Guidelines for further detail.
• Word processing and document/presentation creation – Be comfortable with word processing, presentation, and IBCM-specific customizations in MS Office (i.e., PitchSuite) to create and edit documents, enter data, and create correspondence.
• TALT Management – Ensure that banker TALT is submitted on a weekly basis.
• General Administrative Support – Must open, sort, prioritize, and distribute incoming correspondence; track principal’s attendance; file and retrieve documents, records, and reports in accordance with IBCM and firm policy; perform general administrative errands; manage mailings; etc.
• Salesforce – Become familiar with the Salesforce Platform. Must be able to log Collaboration Notes for your respective bankers; Create and View ‘Tasks’ assigned to a Collaboration Note; Add and Edit Contacts; Receive Collaboration Note email notifications; Export and Filter ‘public’ Report; Request custom reports as needed.

Your skills and experience

Requirements

• Must be patient, calm, clear-thinking, poised, and professional
• Must be proficient in PC environment, particularly MS Office applications
• Must have superb organizational skills and attention to detail
• Must possess strong written and oral communication skills; polite and pleasant yet direct
• Must possess strong time management skills, ability to multi-task and prioritize in a demanding, fast-paced environment
• Must possess strong interpersonal, teamwork, and customer service skills – must have a polite and professional demeanor and phone manner and be comfortable liaising with very senior-level people
• Must possess strong problem-solving skills – must be discreet, proactive, resourceful, flexible, and creative
• Prior experience in the finance industry is strongly preferred
• Prior experience working for senior-level officers

Other Information

• Hours – 9 00 a.m. to 5 00 p.m. (Overtime as needed with Pre-Approval)
• Role is based in Los Angeles

United States-CA-Los Angeles