Senior Administrative Assistant - JPMC Institute - New York

The new JPMorgan Chase Institute is a global think tank dedicated to delivering data-rich analyses and expert insights for the public good. The mission of the JPMorgan Chase Institute is to help decision makers -- policymakers, businesses, and nonprofit leaders -- appreciate the scale, granularity, diversity, and interconnectedness of the global economic system and use better facts, real-time data and thoughtful analysis to make smarter decisions to advance global prosperity. Drawing on JPMorgan Chase's unique proprietary data, expertise, and market access, the Institute develops analyses and insights on the inner workings of the global economy, frames critical problems, and convenes stakeholders and leading thinkers.

Description

Day to day duties will include scheduling meetings and appointments, logistics coordination and management of certain projects, travel schedules, processing expense statements and reserving conference rooms as necessary. 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:

Experienced, holistic administrative support for the JPMorgan Chase Institute team, including

* Actively manage the calendars of multiple team members and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones; maintain master annual calendar of key events and milestones

* Maintain orderly files for all necessary documentation and JPMC institute operations

* Book international & domestic travel arrangements and organize itineraries

* Processing of T&E expenses, calendar management, typing/formatting of documents, mail distribution, preparation of FedEx/DHL packages, faxing, answering phones, scanning and photocopying

* Responsible for gathering and compiling info for various daily, weekly and monthly meetings

* 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

* Coordinate institute hosted events including scheduling, catering, preparing materials, and overseeing logistics

Performance Expectations:

* Self-starter, ability to work in a fast-paced team environment

* PowerPoint-savvy, Excel-savvy - must be able to make updates in team presentations

* 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

* Document/report/presentation preparation

* Calendar management/document organization

* Other administrative / general tasks

* Maintain department equipment (fax machines, copiers, printers, etc.)

* Coordinate group coverage (i.e., vacations, training and temporary assistance)

* Establish and maintain open communication policies with peers and managers across the country

* Maintain familiarity with all policy and technology updates

* Maintain confidentiality of information

* Minimum 5 years senior executive secretarial experience (3 years with high level ED or MD/SVP)

* Proven PC skills, highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

* Knowledge of the following systems: EURC, TEEMS, OTP, ePurchase, and Travel Express is a plus

* 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)

JPMorgan Chase is an Equal Opportunity and Affirmative Action Employer, M/F/D/V.