| Company: | Harris Associates L.P.
Chicago, IL |
| Job Location: |
Chicago, IL (Cook County) |
| Employment Type: | Full Time |
| Department: | International |
| Salary Range: | September 2010 |
Description: |
Summary:
As part of an administrative support team, this position is responsible for a variety of administrative duties for members of the International department, primarily for the Client Service team members. This position requires attention to detail, initiative, independent judgment, the ability to juggle multiple tasks in an efficient and organized manner, as well as working knowledge of investments/financial services. These duties will include the use of Microsoft Office products, Bloomberg, answering telephones, filing, assistance with letter writing and mailing, organizing and maintaining various documents and a variety of other project and clerical support functions as needed or assigned. The work entails dealing with all levels of staff within the firm as well as external clients and exercising a high degree of discretion and tact in all communications.
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Duties: |
Duties & Responsibilities
•Work as a part of a team with other International Administrative Assistants; provide additional support during vacations/illnesses, peak times and as needed to deliver superior support to all department staff.
•Schedule appointments, coordinate/schedule meetings, and make travel arrangements for international client service staff/Analysts. This entails: working through a travel agent, brokers and/or hotels to secure flights, hotel accommodations, and ground transportation; communicating meeting requests to various brokers, providing schedule updates to Analysts for meeting request revisions; coordinating and packaging shipments of meeting materials, and preparing itineraries.
•Anticipate daily needs and take proactive approach in managing daily tasks.
•Collecting materials for meetings with clients and consultants; confirming meeting details to pertinent participants, coordinating and packaging shipments of meeting materials if necessary.
•Compose letters, memos and general correspondence.
•Procure and assemble research material for company management meetings that are scheduled both in the office and on trips: obtain and print out financial information from company’s website; find and print relevant website broker reports for companies; print company-specific information found on Bloomberg and our in house models. Send company materials to overseas locations for use on Analyst trips – usually on a time sensitive basis. Review and brief for the Analysts attention news articles, reports, bulletins and other materials as necessary.
•Reserve and set up conference rooms for meetings, arrange for refreshments, greet attendees and clear room after meetings.
•Prepare expense reports for department members (includes calculations dealing with various currencies); maintain files and records, updates address books and business cards; route mail and faxes to proper department personnel, as necessary; respond to routine correspondence within established guidelines; annotate and deliver non-routine correspondence to appropriate individuals.
•Update proprietary spreadsheets, Bloomberg worksheets and weekly project list with data collected from Bloomberg and internal sources; prepare a variety of routine and special reports; scan and insert New Idea write-up attachments into database.
•Provide back up in the distribution and scheduling of company management and sell-side analyst meeting offers and conference calls.
•Receive visitors and telephone calls for the department staff; ascertains nature of business and personally handle those requesting routine information, appointments and tasks; direct remainder to appropriate staff; ensure the appropriate distribution and release of confidential or sensitive information.
•Perform a variety of miscellaneous project and administrative functions as assigned.
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Qualifications: |
Qualifications Required:
•Hours are 8:00 am to 4:00 pm or as required to complete tasks
•Two to four years prior experience in providing administrative support to senior management, preferably in the mutual fund, investment advisory, or general financial services industry.
•The ability to work independently and perform a wide variety of complex and confidential administrative tasks with speed and accuracy; compose effective and accurate correspondence; work effectively under pressure and with frequent interruptions when necessary; effectively juggle multiple tasks; use initiative and exercise independent judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with staff throughout the firm; coordinate clerical work activities and determine work priorities and methods; coordinate multiple schedules; deal with non-routine and complex tasks without recourse to manager(s).
•Must be articulate, conscientious, flexible, and trustworthy.
•Possess excellent organizational, analytical, mathematical and communication (verbal and writing) skills.
•Excellent PC skills, including MS Office products and the Internet.
Qualifications Preferred:
•College-level courses in general business administration, finance or economics.
•Working knowledge of Bloomberg.
Key Organizational Relationships:
This position requires interacting with individuals at all levels within the firm as well as with outside clients.
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