Sr Administrative Specialist

About the role

Provide administrative support to Retirement Client Services leadership and associates including reporting, mailbox coverage, travel, and meetings (client, partner, townhall)

Responsibilities

• Prepares and distributes Client Services’ monthly Key Performance Indicator information to Ascensus executive leadership.
• Monitors the Client Services Inquiry mailbox and assigns items and tracks to their conclusion.
• Reconciles the monthly headcount with human resources and finance.
• Ensures that open requisitions are accurately reflected and cost codes for new hires (and existing employees) are correct.
• Coordinates and facilitates the setup of the Client Services town hall meeting with New ERA including the finalization of the presentation.
• Provides administrative support for large meetings at the various sites including conference room/office reservations, meals, and technical support; these can include client, institutional partner and internal offsite meetings.
• Works with team managers on new hire set up including submitting tickets.
• Serves as a point of escalation if a new hire’s equipment or set up is not completed by their start date.
• Provides monthly reporting on unscheduled absences, RTO, updated team contact information, new hire and terminated associate tracking.
• Monitors the Client Services sick line and provides updates to leadership as needed throughout the day.
• Coordinates travel arrangements for Client Services leadership and key associates as requested. Includes submission of expense reports where appropriate, ensuring the correct cost codes are used.
• Completes mass email campaigns to plan sponsors, financial advisors and third party administrators for changes to service contact as well as several additional ad-hoc requests per year.
• Supports Client Services senior leadership, prepares presentations, correspondence, and related materials. Obtains, assembles, coordinates and redrafts material from required sources. Customizes presentation into appropriate format.
• Confidentiality & Compliance: Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
• At Ascensus we are guided by our Core Values of People Matter, Quality First and Integrity Always®. They inspire us every day to prioritize an environment of respect for those we serve and one another and should be visible in your actions day-to-day.

Requirements

• Education: High School Diploma.
• Experience in a fast-paced environment, ability to network and resolve issues throughout a large organization sometimes with little or no direction.
• Strong MS Office skills to include Excel, Word, Outlook, and PowerPoint.
• For all virtual remote positions: uninterrupted virtual workspace, family care in place during business hours, internet work speed of 25 Mbps or better for individual use (stronger connection if multiple users).
• If more than one person is utilizing the same internet connection in the same household or building, a stronger connection is required.
• If you are unsure of your internet speed, please check with your service provider.
• For call center roles: hardwire equipment directly to the internet router or ensure workstation is in close proximity to the router.
• Please ensure that you are able to meet these expectations before applying.