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IBCM, Administrative Assistant, NEX, Houston

at Credit Suisse

Posted: 8/1/2019
Job Status: Full Time
Job Reference #: 130946
Keywords: office

Job Description

− Gatekeeping, calendar and correspondence management – Must maintain principal's schedules; coordinate email and calendar as directed; manage conference/meeting/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 IBD policy, expense guidelines. Must understand 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; complete monthly reconciliations of principal's Amex 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.

− Absences – Must communicate sick days, vacation days, early departure, late arrivals and any change to your schedule to CAO team and Group Operations Generalist.

− Word processing and document/presentation creation – Be comfortable with word processing, presentation, and IBD-specific customizations in MS Office (i.e., PitchSuite) to create and edit documents, enter data, and create correspondence.

− Banking tools and research – Be comfortable with generating research reports and pull company and client information using proprietary tools, Library, online tools, Spider, etc.

− 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 IBD and firm policy; perform general administrative errands; liaise with IBD Office Administration team to assist in maintaining supply and toner stock; manage mailings; etc.



Qualifications

− Patient, calm, clear-thinking, poised, professional, and high-energy

− Proficiency in PC environment, with a deep understanding of MS Office applications

−Exceptional organizational skills and attention to detail

− Strong communication skills, both written and verbal, are essential; polite and pleasant yet direct

− Can handle multiple assignments simultaneously, with ability to multi-task and prioritize in a demanding, dynamic environment

− Possess strong social, teamwork, and customer service skills, with a polite and professional demeanor and phone manner; comfortable liaising with very senior-level people

− Exhibits strong problem-solving skills – must be discreet, dedicated, resourceful, flexible, and creative

− Prior experience in the finance industry is strongly preferred

− Prior experience working for senior-level officers

Hours – 8:00 a.m. to 5:00 p.m., plus overtime based on business need.