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PFM Hiring for Senior Administrative Assistant Job at Cleveland, OH Full Time
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PFM is not offering visa sponsorship for this position.
PFM is an equal opportunity employer (EOE, M/F/D/V) and maintains a drug-free workplace.
PFM is a recognized national leader in providing financial and consulting advice to public sector, non-profit and other institutional entities. For more than forty years, PFM has advised many of the country’s largest municipal and institutional entities including states, counties, municipalities, townships, boroughs, authorities, school districts, not-for-profit organizations, and pension funds. The firm has more than 350 employees located in every region of the country.
POSITION OVERVIEW
The Senior Administrative Assistant (internally titled Senior Associate) promotes a collegial, hospitable atmosphere for colleagues, clients, and visitors. This position is responsible for project team support as well as administrative and compliance tasks. It is a fast-paced, deadline-driven position requiring a great deal of flexibility, a high degree of attention to detail, strong communication skills and excellent problem-solving capabilities. The regular work week is 40 hours and occasional overtime may be necessary. The Senior Administrative Assistant is a hybrid role, working remotely and as needed in firm’s the Cleveland office.
RESPONSIBILITIES
- Administrative Components: Maintain a thorough knowledge of PFM’s policies and procedures and apply it to all aspects of the job, particularly with respect to managing client/prospect information in the firm’s recordkeeping system that includes compliance relating to processing contracts and monitoring contract renewals; open/maintain project codes; download business plan reports and update revenue forecasts; liaise with accounting on invoicing and handle a specific client’s invoices that requires thorough project detail; maintain client vendor portal log-ins and passwords; process organization membership dues and work with contacts when necessary; organize and maintain accurate e-files.
- Office Manager: Assist with obtaining a new Cleveland office location working with PFM IT team for data and equipment needs then set up office; liaise with property management; maintain vendor relationships and contracts; manage office equipment; order, stock and keep inventory of supplies
- Proposal Coordinator: Responsible for compiling the first version of the proposal. If necessary, download document from vendor portal; read proposal and note response requirements such as due date and form of submission; create and manage an RFP response schedule that includes a responsibility matrix with due dates of stages; highlight areas that need legal and administrative review and submit in the firm’s Compliance Management System (CMS); create response document using PFM’s proposal template and begin a first cut by answering common RFP questions relating to general firm information; reach out to colleagues, if needed, for uncommon answers; complete sections in regard to regulation and/or insurance questions when answers are received back from the legal and administration reviews; send the draft to the project team; savvy to call the procurement office to ask clarifying questions when necessary; finalize, produce and submit response.
- Document Production: Provide support with preparation, proofreading and finalization of documents using Microsoft Word, PowerPoint, and Excel; assist with production and assembly of project deliverables, as needed, including compiling packets/documents for meetings; scan hard copy documents to ensure an e-file.
- Executive Assistance: May be necessary at times to assist with expenses; travel; timesheet submission; arranging meetings between PFM team and clients/external contacts; may listen in on some client calls for context to help facilitate projects and scheduling.
- Recordkeeping: Assist with compiling and maintaining bond issuance distribution lists; ensure that any updates to contact information for clients, counsels, underwriters, and any other members of the team are made in the firm’s recordkeeping system to ensure accurate data for mailing list purposes.
QUALIFICATIONS
- At least five (5) years’ relevant work experience in a professional services environment
- Highly proficient in Microsoft Word, PowerPoint
- Working knowledge of Excel
- Strong oral and written communication skills
- Comfortable interacting with internal and external stakeholders at all levels with little supervision
- Ability to manage own time and address multiple conflicting priorities
- Ability to work both independently and within a small team
COMPENSATION | The Senior Administrative Assistant is eligible to receive a comprehensive compensation package including generous flexible paid time off, tuition reimbursement, student loan repayment, relocation assistance, performance-based bonuses, 401k retirement plan with employer match and annual profit-sharing opportunity, medical/dental/vision insurance, health and wellness benefits, and disability and life insurance. PFM not only supports work/life balance but also a challenging, diverse, and collaborative workplace, a formal mentorship program, volunteer opportunities, and much more.
If you are ready to experience the challenge, satisfaction, and reward of an opportunity with PFM, please apply here, or refer a qualified candidate.
PFM is not offering visa sponsorship for this position.
PFM is an equal opportunity employer (EOE, M/F/D/V) and maintains a drug-free workplace.
