Office Administrator
Marex
- Chicago, IL
- $90,000-100,000 per year
- Permanent
- Full-time
- Responsible for the management of a small team, including the full employee lifecycle of hiring, training and development, performance management, etc.
- Provide administrative assistance to various departments and staff members (including the CEO and other Executives), including tasks such as scheduling meetings, managing calendars, handling correspondence, drafting emails/letters, sending messages/announcements to staff.
- Accurately input and manage data in both digital and physical records, databases, and spreadsheets, ensuring data integrity and maintaining confidentiality
- Create, format, and edit documents, reports, presentations, and other materials as required ensuring documents are error-free and align with company guidelines
- Coordinate travel logistics for employees, which may include booking flights, accommodations, and transportation, preparing travel itineraries, and managing travel-related expenses
- Coordinate office space and agendas for visiting staff visiting including building access, office space, agendas (when requested), dinner reservations/event space rental, and lodging/travel details (when requested).
- Plan and organize meetings and company events handling tasks such as booking venues, arranging catering, setting up equipment, and assisting with event logistics.
- Coordinate MCMI's quarterly Townhall Meeting.
- Accounts Payables allocations and invoice review.
- Adhoc administrative tasks including but not limited to creating forms for RSVPs, forms for attestations (Compliance), requests for notarized documents, and formatting PDFs, Excel Sheets, Word Documents, manuals, forms, and applications.
- Ensuring compliance with the company's regulatory requirements under the SEC, FINRA, NFA, CFTC and other applicable exchanges.
- Adhere to the operational risk framework for your role ensuring that all regulatory or company determined parameters are complied with.
- Role model for demonstrating highest level standards of integrity and conduct and reflecting Company Values.
- At all times complying with Marex's Code of Conduct
- To ensure that you are fully aware of and adhere to internal policies that relate to you, your role or any other activities for which you have any level of responsibility
- To report any breaches of policy to Compliance and/ or your supervisor as required
- To escalate risk events immediately
- To provide input to risk management processes, as required.
- Demonstrates curiosity.
- Resilient in a challenging, fast-paced environment
- Ability to take a high level of responsibility in a fast pace and high-volume environment.
- Excels at building relationships, networking and influencing others.
- Strategic collaborator with insight and agility, able to anticipate future challenges, ensuring operational effectiveness.
- Excellent organizational skills and ability to multitask and work as a team player.
- Minimum five (5) years of experience in an Executive Assistant capacity for a regulated industry.
- Bachelor's degree strongly preferred
- Strong computer skills with proficiency with Microsoft Office (PowerPoint, Word, Outlook, Excel, and Visio), Adobe Acrobat
- Excellent verbal and written communication skills
- Experience working in a regulated environment and knowledge of the risk and compliance requirements associated with this.