Administrative Assistant

$80,000 - $85,000 yearly
  • The Resume Review - Recruiting Department
  • Sausalito, CA, USA
  • Jan 11, 2022
Full time Admin-Clerical

Job Description

Job description
About This Role
We are looking for an Administrative Assistant, located in our Sausalito office, to help support the Aperio team, including senior executive members. You will be a member of the office of the Chief of Staff that supports business intelligence and governance, administrative services, people initiatives and other special projects.
Ideal candidates must have experience working across teams and building relationships, have a high attention to detail, have the ability to own tasks and see them through to completion, be self-motivated, proactive and able to change directions quickly. The ability to collaborate with other members of the admin team to ensure effective management of the office and other administrative services overall is paramount.
A strong team player is critical, as he/she will work with colleagues across a number of departments and at all levels whether that be in person, in a hybrid environment or remotely. To be successful you must be comfortable adapting to different ways of connecting with people, both in person and virtually.
Key Responsibilities
Executive Support
  • Schedule meetings while demonstrating flexibility and problem-solving ability to adjust or prioritize schedules based on last-minute changes
  • Reserve conference rooms, arrange catering, audio/video and other essential services to ensure meetings run smoothly
  • Coordinate travel arrangements and submit expense reports in a timely manner using Concur
  • Learn and understand BlackRock systems, policies and procedures and implement them in daily tasks including liaising with various groups such as finance, risk and the COO team to accomplish tasks
Reception and Office Services
  • Meet and greet clients and visitors
  • Distribute mail
  • Order office supplies, pantry items and other items as needed
  • Liaise with facility management teams, security, cleaning and building management as needed
  • Answer and direct phone calls
People Initiatives
  • Plan and coordinate team activities and events (lunches, team meetings and social events)
  • Partner with HR to welcome new joiners to the office and make them feel connected
  • Provide support for talent practices within the Aperio business unit including recruitment, hiring and programs to promote employee engagement and retention
  • Promote a fun and collaborative work environment
  • Special projects as assigned
  • Five plus years of administrative experience, preferably at a large organization
  • Adapts well to changing plans and priorities; deals comfortably with ambiguity
  • Ability to work independently and assume additional responsibilities as required
  • Desire to provide outstanding service to internal and external clients
  • Ability to manage competing priorities and meet tight deadlines
  • Excellent written and verbal communication skills
  • Strong computer skills (Word, Excel, Powerpoint and Outlook)
  • Experience using Concur, Coupa, KY3P or similar business management tools highly desirable
  • A high level of attention to detail
  • Discretion in dealing with confidential information
  • Bachelor’s degree is strongly preferred