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Administrative Assistant

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Job Summary

Midtown Personnel
Annapolis, MD 21401
Financial Services
Job Type
Full Time
Years of Experience
Less than 1 Year
Education Level
Bachelor's Degree
Career Level
Entry Level
$40,000.00+ /hour

Administrative Assistant

About the Job

A boutique Investment Bank with an international presence seeks an Administrative Assistant/Coordinator to join its Energy/Infrastructure team. Located in Annapolis, MD, the Administrative Assistant will be a recent graduate with an interest in the finance industry, strong administrative and math skills, a high degree of professionalism, and a commitment to excellent customer service. Candidates should be organized and flexible individuals that can multi-task and prioritize in a high energy team environment. At times, the Administrative Assistant will be required to work from a Chevy Chase, MD. office location and work occasional early mornings/late evenings and weekends as needed.

Starting your career off in the exciting world of finance, the Administrative Assistant will receive a competitive salary and excellent benefits while working in a fantastic location. This position will give the right candidate a tremendous room for growth. Responsibilities for the Administrative Assistant fall within two categories: general administration and customer service.



General Administration

·         Travel: Coordinate and schedule domestic and international travel. Proactively manage itineraries and any related issues.

·         Expenses: Organize and submit expense reimbursement in a timely and accurate manner; Reconcile credit card statements. Some expenses may require currency conversion.

·         Manage Calendars: Enter meetings in Outlook and set up conference calls. Coordinate timing and attendee availability. Update and edit calendar entries to ensure accurate information. Proactively resolve scheduling conflicts or issues.

·         Provide coverage and support across functions/personnel as need dictates. Manage general administrative tasks and other issues to ensure smooth daily operation of the office. Maintain common areas: conference rooms, workrooms, etc.

·         Assist in meeting preparation (including creating meeting packages, etc.), processing invoices, and managing vendor contracts.

·         Retrieve web-based documents and conduct internet searches.


Customer Service (Internal/External)

·         Collect and distribute mail, faxes & other incoming correspondence as appropriate and coordinate preparation and tracking of outgoing documentation, materials and packages.

·         Set up conference rooms and greet visitors. Coordinate catering/refreshments as required.

·         Monitor and order office and kitchen supplies.



Qualified candidates must have a minimum 2 years of work experience in administration and/or 4 year degree. Strong research, written/oral communication, and interpersonal skills are required. They must be able to work in both a team setting and on an independent basis. The Administrative Assistant will be handling confidential information and is required to have proficiency in a variety of technical programs listed below.


·         Outlook: Proficiency required, including high-volume calendar entry.

·         Excel: Proficiency required, ability to organize data and create spreadsheets and/or databases according to requirements.

·         Word: Proficiency required, including drafting/editing correspondence/documentation.

·         Power Point: Proficiency required.

·         Access: Experience preferred.

·         Lync: Experience preferred.

·         Experience using web-based investor CRMs (Ipreo, Dynamo, Saleslogix) preferred.


Qualified candidates should send resumes and cover letters detailing their availability to start, customer service, and administrative experience as soon as possible.


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