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Administrative Professional

Company: The PFM Group
Location: Philadelphia
Posted on: February 16, 2020

Job Description:

OverviewFIRM OVERVIEWThe PFM Group of companies is a national leader in providing independent financial advice as well as investment advisory, management consulting, and strategic planning services to local, state, and regional government and non-profit clients.-- For four decades, PFM has built a solid presence in the municipal marketplace.-- We currently employ more than 650 professionals in over 40 locations across the country.ROLE DESCRIPTIONPFM is seeking an Assistant to work in our Center City Philadelphia headquarters.-- In this newly-created role, the position is responsible for providing-- Administrative Support for two Managing Directors in Finance and Legal.-- The position will report to the CFO and Chief Legal Counsel. ResponsibilitiesThe positions core duties will include:This role supports senior staff in our Philadelphia office. --The ideal candidate must be extremely organized, have a high level of attention to detail, and take pride in ownership of his/her responsibilities. --Additionally, the individual should be energetic, professional, versatile, possess a friendly and positive demeanor, be reliable, and willing to work overtime as necessary.--An Administrative Assistant at PFM is an experienced and tenured professional who possesses strong leadership and excellent organizational skills, is able to handle multiple tasks from multiple managers and perform under strict deadlines. --The candidate will demonstrate a leadership and coordinator role for professionals in a busy, team-oriented environment. --The successful candidate will also be a creative self-starter with the ability to anticipate needs and work independently on a diverse range of projects. The applicant must have experience in supporting executive level managers and working for multiple managers under various deadlines. --The applicant must have exceptionally strong editing, formatting and technical skills, and be comfortable learning new software quickly. This individual will be responsible for preparing detailed work, including making complex travel arrangements and maintaining timely expense reports for multiple people.--The candidate will work efficiently and effectively with many internal departments. --The individual will also be responsible for other efforts of the other professionals in the group including the coordination of conference events, distributing newsletters and/or other materials. --The individual must be reliable and willing to work nights, weekends, and variable schedule(s), as necessary. ----Software expertise in Microsoft Word, Excel, PowerPoint, and Outlook is essential given the deadline driven job requirements. ----Responsibilities include

  • Managing the calendar and schedules of Managing Directors (CFO and CLC)
  • Keeping managers informed of all client and internal communication while manager is out of the office.
  • Minute taking for meetings
  • Correspondence typing, mailing/faxing of all correspondence as necessary
  • Scheduling meetings
  • Complex travel arrangements for all team members
  • Completing Expense Reports for MDs and Directors in group
  • Draft, review and prepare documents in response to various transactional matters and legal proceedings, including contracts, corporate governance documents, RFP responses and litigation discovery requests
  • Preparing Presentations, Quarterly Reports and Proposals (Word, Excel, PowerPoint, Adobe Acrobat)
  • Heavy proofreading of reports, correspondence, and proposals
  • Preparing PowerPoint presentations in accordance with Teams formatting preferences
  • Helping to-- prepare reports in excel on a quarterly and monthly basis
  • Setting up proposal templates
  • Proofread and edit legal documents, such as resolutions, contracts, confidentiality agreements, and other legal documents related to the RFP process
  • Review and analyze the sufficiency of documentation for various initiatives as directed
  • Participate in due diligence review of all documentation for various initiatives as directed
  • Research company information and assist in legal discovery and document review process as needed to resolve legal disputes
  • Creating systems and procedures for document and file management and retention
  • Maintaining hard copy filing system and computer files
  • Correspondence - typing, mailing, and/or faxing of all correspondence as necessary
  • Assisting in the maintenance of contact relationship database
  • Planning/coordinating Client and Prospect events (registration, presentations, organizing supplies, shipping, travel arrangements, dinners, event venues)
  • Phone coverage duties to help cover Receptionist lunch hour and other absences
  • Other administrative duties as needed----QualificationsREQUIREMENTSSkills/ Experience:
    • A 4-year college degree, or equivalent experience
    • Minimum of 4-5 years of experience in a comparable role
    • Skill in fostering and establishing effective working relationships and teams with other staff, clients and the general public
    • Ability to support executive-level managers and work for multiple managers
    • Ability to work independently
    • Ability to prioritize and coordinate multiple assignments
    • Professionalism in all communications including phone and e-mail
    • Accuracy when preparing documents within a tight time frame
    • Knowledge of standard reference sources and information gathering methods
    • Strong proficiency in Microsoft Word, PowerPoint, Excel and Outlook and Workday
    • Experience using and managing upgrades to technology, software systems, and databases.
    • Solid knowledge of English grammar, spelling and punctuation
    • Ability to research information in response to specific direction
    • Ability to read, analyze, and interpret general business periodicals, proposals, contracts, professional journals, technical procedures, or governmental regulations.
    • Ability to write business correspondence.
    • Strong attention to details--Key Competencies:
      • Management and office administration acumen
      • Self-motivated and Independent
      • Efficient and organized
      • Proactive approach to assignments and troubleshooting
      • Detail-oriented
      • Positive attitude
      • Demonstrates superior ethics and sound judgment at all times
      • Strong organizational skills, deadline management, and time management skills--Additional Information:PFM is an equal opportunity employer (EOE, M/F/D/V) and maintains a drug-free work environment.PFM is not offering visa sponsorship for this position.

Keywords: The PFM Group, Philadelphia , Administrative Professional, Administration, Clerical , Philadelphia, Pennsylvania

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