Institutional Distribution Administrator

Boston, MA | Contract

Post Date: 07/06/2017 Job ID: 78936 Specialty: Office Services

A reputable financial services company in Boston, MA is seeking an Institutional Distribution Administrator to join their team. In this contract role, you will be responsible for supporting institutional sales and a relationship management team in the US and Latin America. As the Institutional Distribution Administrator, you will also perform a wide range of administrative tasks, project management and other distribution services related duties. Apply today!
Responsibilities for the Institutional Distribution Administrator:
  • Interact with key personnel as well as our clients in a highly professional manner
  • Make travel arrangements for department staff and process related expenses reports
  • Track expenses and invoices and ensure payments are coded to the appropriate account
  • Responsible for calendar management of senior members of the team
  • Schedule appointments and meetings for department personnel
  • Arrange conference rooms, catering and technical set-up (VC and Audio) for large and small internal and external meetings in accordance with company policies.
  • Organize and attend meetings and act as recorder of the proceedings
  • Ensure effective processes are in place for maintaining, filing, updating and access of team policies/manuals
  • Answer multi-line telephone, take messages and refer calls as appropriate. Independently respond to questions and situations which arise during manager’ s absence using discretion and judgment based on knowledge of business activities
  • Provide general administrative support for department including photocopying, mail handling, facilitating resolution of IT problems, filing system, maintaining office supplies
  • Perform backup reception duties
  • Partner with local marketing teams to assist in distribution related projects such as direct mail marketing campaigns and conference planning needs
  • Analyze business processes and collaborate with Distribution and management to identify opportunities to streamline processes and measure results of activities including producing pipeline and key metrics reports
  • Ensure the effective on-boarding and off-boarding process of team members
Requirements for the Institutional Distribution Administrator:
  • Bachelor’ s degree preferred preferably in business, finance, marketing, economics or related discipline
  • 1-2 years of related work experience
  • Flexible and adaptable to rapidly changing priorities and the ability to handle confidential information
  • Excellent PC skills; experience in Microsoft Office Suite (including Word, Excel, PowerPoint) and experience with preferred
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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