Senior Administrative / Executive Assistant (FTC – Maternity Cover)

About Northern Trust:

Northern Trust, a Fortune 500 company, is a globally recognized, award-winning financial institution that has been in continuous operation since 1889.

Northern Trust is proud to provide innovative financial services and guidance to the world’s most successful individuals, families, and institutions by remaining true to our enduring principles of service, expertise, and integrity. With more than 130 years of financial experience and over 22,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Role and Responsibilities:

The Senior Administrative Assistant will provide ongoing support to the Northern Trust Global Family Office practice (GFO), EMEA & APAC Executive team. It is part of a hardworking and collaborative team where you have the opportunity to be involved in many aspects of the business.

PA support to the Executive Team:

• Diary management – coordinating internal and external meetings across multiple time zones & locations
• Arranging comprehensive business travel itineraries, air and rail reservations, accommodation, car services, and visa acquisitions. To include wider team members when undertaking multi city travel.
• Ensuring the timely and accurate preparation of expense claims
• Acting as a liaison for external stakeholders, internal teams, and cross functional partners
• Assisting with projects and the preparation of client pitch decks
• Introduce and maintain efficient business processes
• Coordination of internal business meetings for GFO EMEA & APAC, liaising with NT partners outside of GFO to participate in educational team forums
• Management and production of detailed schedules, logistical planning and collation of briefing materials for incoming GFO executive visitors

Financial administration:

Processing all vendor invoices for the BU via Oracle EPR

Staff on boarding:

• Supporting management in with the on boarding of new hires
• Raising requests for workstation & telephony set up, mobile phone applications, etc
• Raisings requests for building and floor access, access to shared drives, and systems access, etc
• Systems training on all internal systems

Event Coordination:

• Coordinate event planning with Corporate Marketing team
• Manage invitations process, response tracking and record keeping, working with client service sales team to ensure that clients and prospects are invited to events relevant to their area of interest

Ad hoc administration:

• Arranging for contract signatures, dealing with incoming emails faxes post, arranging couriers, maintaining filing systems, coordinating BAU desk moves on a quarterly basis etc.

Knowledge, Skills and Experience: 

• Previous administrative supportive experience or completion of professional administrative support training is required.
• Ability to develop relationships with people who are contacting our executive team and be able to assess and prioritize situations
• Ability to work with highly confidential information
• Exceptional verbal and written communication skills
• High energy, motivated individual, commitment to excellence, team minded
• Excellent time management skills and ability to multi task and meet deadlines

Preferred technical skills systems knowledge:

• Software Applications Oracle Peoplesoft jobs-near-me.org Concur jobs-near-me.org Condeco jobs-near-me.org ITSM Service Now
• Microsoft Office Suite Outlook jobs-near-me.org Excel jobs-near-me.org PowerPoint jobs-near-me.org Word

Working with Us:

As a Northern Trust partner, greater achievements await. You will be part of a flexible and collaborative work culture in an organization where financial strength and stability is an asset that emboldens us to explore new ideas.

Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to assisting the communities we serve! Join a workplace with a greater purpose.

We’d love to learn more about how your interests and experience could be a fit with one of the world’s most admired and sustainable companies! Build your career with us and apply today. #MadeForGreater

Reasonable accommodation

Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at MyHRHelp@ntrs.com.

We hope you’re excited about the role and the opportunity to work with us. We value an inclusive workplace and understand flexibility means different things to different people.

Apply today and talk to us about your flexible working requirements and together we can achieve greater.

Read Full Description