Administrative Assistant, Product & Design

| Greater NYC Area
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About LearnVest

LearnVest is redefining the American approach to personal finance. Our planners leverage financial technology to create simple, affordable, realistic plans for anyone who wants to feel confident about their money and optimistic about the future.

Since launching in 2010, LearnVest has been one of the premier financial technology companies in the country, helping thousands of people make progress on their financial goals. LearnVest was acquired by Northwestern Mutual in 2015 and is now scaling its technology and personal finance approach to help millions of people across both the LearnVest and Northwestern Mutual brands.

Principal Accountabilities

An Administrative Assistant III is a senior administrative assistant position that is expected to complete work with limited to no direct supervision required. You will be responsible for supporting Product Design and Product Management department while directly reporting into our Head of Design. This position must be able to take a broader perspective to problems and is able to recognize or develop customized solutions. In addition, this individual must be able to act as an informal resource (may be a “team lead”) to others who have less experience and may have one or more specialized skills, specific to the department. More time is spent on Special Projects and Division-specific work, than it is in providing Administrative Support.

Administrative Support (30-55%) - This work is a series of general, routine tasks (i.e., performed on a regular basis such as, daily, weekly, monthly, quarterly, etc.) required to support the principal and general business operations of the department. These tasks may include all or some of the following:

Sorting and Filing

  • Sort Mail
  • Develop, implement, and/or maintain filing systems
  • Manage client’s paperless efiling system and scan documents in conjunction with guidelines
  • Documentation Support
  • Create, draft, transcribe or edit documents (memos, records, meeting minutes, supporting documents for meetings, agendas)
  • Presentations preparation (in PowerPoint, paper handouts, and may submit special printing requests)
  • Manage client correspondence
  • Proofread documents for correct grammar, punctuation, spelling, readability, etc.
  • Review documents from Committee Meetings, manage and execute/post based on records retention policies
  • Meeting and Schedule Support

  • Coordinate travel arrangements
  • Coordinate team lunches with outside locations or vendors
  • Ensure visitors are met and delivered to appropriate location
  • Manage meeting schedules and space coordination for meetings
  • Coordinate offsite meeting arrangements and/or meals for lunch or dinner meetings
  • Screen and manage client telephone calls. Determine urgency or need to interrupt client’s meeting to take a call.
  • Accept/decline meetings for principal, re-schedule meetings, coordinate with A/V and Facilities for larger meetings.
  • Office/Division Administration (20-35%) - This work is a series of routine, department-specific tasks where the individual may also act as an informal resource or expert in a particular process that involves other resources in different divisions/departments. Such tasks or activities may include all or some of the following:

    Facility Management

  • Manage Facility Moves, Use CAFM System, Onboarding/offboarding (main contact for phone, IT, HR, etc.), participate in space planning meetings
  • Department Evacuation Coordination
  • Submit facility tickets for principal
  • Act as the main point of contact for departmental moves
  • Other

  • About Time/Attendance or manage vacation schedules or records for divisionKnowledge Management – Update SharePoint and internal Websites as needed
  • Ensure office supplies and equipment are stocked in amenities room and monitor toner level with printer.
  • Review and assign tickets or questions left in special PDL mailbox or customer/public voice mailbox
  • Special Projects/Special Duties (25-35%) - This work is non-routine work, involving a set of deadlines and may include all or some of the following:

    Event Planning

  • Bring Your Child to Work Day for department, Community Team Building events, special workshops or training events, coordinate and plan large internal luncheons, post presentation materials and share agendas to attendees of routine division or departmental meetings
  • Reporting and Budgets

  • Run any or all of the following: transaction, cyclical, financial, or data retrieval, ad-hoc, or special system reports, reconciliations
  • Data entry and report preparation
  • Manage and pay invoices
  • Complete and submit expense reports for principal (if necessary)
  • Manage and record budgets (project or division)
  • Other 

    • Research and collect data
    • Manage internal training records and coordinate technical team training
    • Coordinate Special Projects as assigned by the principal(s) 

    Requirements

    • A minimum of three years of recent significant administrative and/or project experience demonstrating accurate keyboarding skills of 35 wpm required
    • Can understand the broader business purpose of tasks assigned for execution.
    • Demonstrated superior verbal and written communication skills.
    • Ability to maintain strict confidentiality in handling materials and sensitive information discretely, while exercising tact and diplomacy in dealing with others.
    • Proven ability to apply good judgment in making independent decisions and coordinating information.
    • Demonstrated ability to handle and manage multiple priorities. Proven ability to work independently and with initiative in completing and coordinating numerous work assignments, while meeting multiple deadlines that may change.
    • High degree of personal organization, professionalism, self-motivation and integrity.
    • Strong teamwork orientation with the ability to share responsibilities and interact harmoniously with co-workers and others from across the Company
    • Proficiency in the latest version of MS Office Suite required.

     Benefits

    • Fully stocked snacks, beer fridge, cold brew kegs, frequent catered lunches, company dodgeball team, and whiskey hours
    • Tuition reimbursement, commuter plans, and paid time off
    • Highly competitive compensation that include base salary plus bonus
    • Medical/Dental/Vision plans, Matching 401(k), pension program
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    Location

    41 East 11th Street, 2nd Floor, New York, NY 10003

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