Administrative Assistant

About the role

The Administrative Assistant will join a team-oriented and energetic group of colleagues responsible for providing excellent client project and administrative support. The incumbent will have opportunities to learn about Segal's business systems and markets.

Responsibilities

• Proofing/Editing: incorporating editing and proofing changes to reports, correspondence and other documents in Word, PowerPoint and/or Excel formats; making grammatical, numerical and formatting corrections to documents as needed.
• Preparing Reports and Other Correspondence: preparing standard reports, drafting cover notes, memos and other non-confidential correspondence as requested; producing and distributing information and correspondence to unit/department members, vendors, clients and prospects as directed.
• Coordinating Meetings/Travel: scheduling internal/external meetings; providing logistical assistance with making travel arrangements and meeting preparations to include coordinating with vendors, suppliers and other outside parties as needed.
• Managing Files: creating, updating and maintaining electronic files and databases for internal and external application.
• Managing Own Work Assignments: either directly or under the manager, planning and implementing work assignments; taking accountability for ensuring that own work is accomplished in a timely, high quality and efficient manner; questioning for understanding of work assignments and bringing problems to the attention of others as needed. (Depending on size, complexity and deadline pressure, the job incumbent may work individually or with other administrative assistants within or across units/departments to complete work products and assignments.)
• Handling Miscellaneous Tasks: preparing expense reports; coordinating schedules of unit/department members; providing other support services as requested.
• Financial Reconciliations: responsible for preparing financial reconciliations, reviewing discrepancies, and maintaining organized documentation.
• Documenting Workstation Processes: responsible for maintaining up-to-date descriptive manual of own work processes to ensure smooth operations during job incumbent absences or departure.
• Developing Peer Staff Members: may be involved in providing technical coaching and/or mentoring to newer administrative staff members and, peer reviewing other administrative assistants work as requested.
• Office Services Support: serve as liaison for building facilities matters, including reporting office suite issues, coordinating follow-up through resolution, communicating building updates that may impact in-office work, and maintaining office supply inventory.
• Call Management: manage incoming calls to the local office, triage inquiries, and route callers to the appropriate contact or resource.

Requirements

• 2-5 years of administrative support experience, preferably within a service-oriented environment.
• Demonstrated ability to handle multiple tasks and meet multiple deadlines within agreed upon timeframes and mandated quality standards.
• High school diploma or equivalent; undergraduate degree preferred.
• Working proficiency with all Microsoft Office programs (e.g., Word, Outlook, Excel, PowerPoint) is required with a willingness to learn new software and technology.
• Ability to use and navigate the Internet for research purposes.
• Working facility with the English language and grammar, data, and numerical charts and graphs.
• Effective interpersonal and communication (oral/written) skills.
• Must be highly organized and able to perform effectively in a fast-paced environment with frequent deadlines and priorities.
• Ability to quickly learn new workflows, follow established procedures, take initiative in completing tasks, and adapt as processes evolve.

About Segal

Segal is a privately owned, leading North American employee benefit, human resources and investment management consulting firm with over 80 years of history providing trusted advice that improves lives. Clients include public and private corporations, multiemployer trust funds, public sector entities, higher education institutions, institutional advisors, among many others.

Pay

The current salary range for this position is $54,000 to $65,000 plus opportunity for a discretionary performance bonus based on company profitability and employee performance.

Benefits

• Non-contributory defined benefit pension plan
• Matching and discretionary contributions to a 401(k) profit sharing plan
• Medical and prescription benefits including contributions to a health savings account for eligible employees
• Dental benefits
• Life insurance
• Disability insurance
• Employee Assistance Program
• Wellness benefit reimbursements and rewards
• Professional credential and tuition reimbursement
• Comprehensive paid time off including holidays, vacation days, sick leave, paid family leave and sabbaticals