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Sr. Administrative Assistant
TIAA-CREF
Iselin, NJ, United States
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COMPANY OVERVIEW:
As long as there are people who make the world a better place, we’ll keep making a difference for them. Since 1918, it has been TIAA’s mission to serve those who serve others. It is this mission and the values we embrace that make us a different kind of financial services organization.
When you work here at TIAA, you’re not just in it for yourself. You are part of something bigger. A collective mission to make a difference – a collective mission we make our own.
To be difference makers.
For more information about TIAA, visit our website.
POSITION SUMMARY:
The Senior Administrative Assistant will be supporting the Head of Asset Management Operations & Technology and Global Corporate Solutions Technology as well as local senior leadership members in Iselin, NJ and the Corporate Headquarters in NYC. The ideal candidate will contribute to the overall success of the team by providing ongoing executive administrative support and assistance to a fast paced team of senior leaders of the company. Primary responsibilities will be to support the day to day duties/tasks and operations of the team. All tasks, responsibilities and assignments must be completed with the highest level of quality, confidentiality, and the utmost attention to detail.
Additionally, this individual should possess a high level of professionalism, experience with working with executives, must be an energetic self-starter, have an exceptional level of problem solving skills, the ability to work well within a team environment, and excellent communication skills (both written and verbal). Finally, the right candidate may be asked to travel periodically with the team and work overtime including some weekends.
This role will sit out of our Iselin, NJ office and the qualified candidate must be willing to travel to our NYC Headquarters up to two days per week.
KEY RESPONSIBILITIES AND DUTIES:
Perform a range of diverse administrative activities for the department such as (but not limited to):
• Schedule and calendar management (for high ranking officials of the company including senior executives and senior leaders as needed)
• Arrange office facilities – schedule meeting rooms/audio-visual conference calls/recordings/catering as needed
• Schedule across multiple time zones including India and European based teams
• Coordinate and arrange complicated travel arrangements including International travel and obtaining visas as applicable
• Prepare and submit expense reports as well as prepare multicurrency expense reports for the US and European based teams
• Order office supplies and equipment, and serve as liaison for equipment maintenance issues
• Maintain organizational charts and distribution lists
• On-board new employees as well as outside Consultants and Contract Workers
• Manage time-keeping
• Support the organization with space planning coordination and operations
• Research administrative matters and referring questions and issues to appropriate staff or department for further information and problem resolution
• Update/Maintain team SharePoint sites, admin folders and miscellaneous tracking systems
• Serve as liaison for vendors and ensuring payment of office-related invoices
• Create internal/external correspondence using Microsoft Office tools (Word, Excel, PowerPoint, etc.)
• Assist in consolidation and conversion of multiple presentations to alternative document formats more suitable for navigating (e.g. PowerPoint to Word with hyperlinked TOC)
• Assist team with on-demand and ad-hoc administrative tasks, and provide word-processing and spreadsheet maintenance support, as needed.
QUALIFICATIONS:
Required Skills:
• Minimum 5 years Executiveadministrative experience
• High school diploma
Desired Skills:
• Bachelor’s Degree
• Proficiency in MS-Office Professional: Outlook, Word Excel and PowerPoint required, SharePoint and ongoing familiarity with Concur & other HR systems a plus
• Highly developed organizational and time management skills
• Able to multi-task and perform tasks in a fast-paced, team oriented environment with high accuracy
• Excellent oral and written communication skills
• Ability to manage multiple working relationships with professionalism
• Detail oriented and follows-through
• Knowledge of or ability to learn TIAA and Nuveen policies and administrative procedures
• Knowledge of or ability to learn TIAA and Nuveen organizational and business structure
• Strong interpersonal skills and ability to apply them to all levels within the business unit & externally
• Team player, self-starter, flexible with time
• Ability to step outside of the scope and accountability of principal responsibilities
• Ability to maintain high integrity and confidentiality