• Administrative Assistant

    Job Locations US-CA-SAN FRANCISCO
    Job ID
    2018-1375
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    COMPANY BACKGROUND


    PFM (www.pfm.com), a leading municipal financial and investment advisory firm, has a position open in our San Francisco Office for an Administrative Assistant (Senior Associate). This position supports senior managers, so prior experience supporting multiple managers is necessary. PFM was organized in 1975 with the sole mission of providing premium quality independent financial advisory services to public entities. We are continually ranked the #1 municipal financial and investment advisory company in the United States, with 37 offices and over 600 employees throughout the country. PFM is an Equal Opportunity Employer.


     


         POSITION DESCRIPTION 


    PFM’s San Francisco office, located in the Financial District, is seeking a Senior Associate. This role supports senior staff in the San Francisco office. The ideal candidate must be extremely organized, have a high level of attention to detail, and take pride in ownership of his/her responsibilities. Additionally, the individual should be energetic, professional, versatile, possess a friendly and positive demeanor, be reliable, and be willing to work overtime as necessary.


     


    A Senior Associate at PFM is an experienced and tenured professional who possesses strong leadership and excellent organizational skills, is able to handle multiple tasks from multiple managers and perform under strict deadlines. The candidate will demonstrate a leadership and coordinator role for professionals in a busy, team-oriented environment. The successful candidate will also be a creative self-starter with the ability to anticipate needs and work independently on a diverse range of projects. The applicant must have experience in supporting executive level managers and working for multiple managers under various deadlines. The applicant must have exceptionally strong editing, formatting, and technical skills, and be comfortable learning new software quickly. This individual will be responsible for preparing detailed work, providing general assistance including making complex travel arrangements and maintaining timely expense reports for the managing director (MD). The candidate will facilitate the proposal process and must work efficiently and effectively with many internal departments for successful completion. The individual will also be responsible for other marketing efforts of the project managers including coordination of conference events, distributing newsletters and/or other materials project managers would like sent to clients. The individual must be reliable and willing to work overtime, as necessary. Software expertise in Microsoft Word, Excel, PowerPoint, and Outlook is essential given the deadline driven job requirements. Experience with database management software and Workday are a plus but not required.

    Responsibilities


    • Preparing Presentations, Quarterly Reports, Proposals (Word, Excel, PowerPoint, Adobe Acrobat)

    • Heavy proofreading of reports, correspondence, and proposals

    • Preparing PowerPoint presentations in accordance with Team’s formatting preferences

    • Setting up proposal templates

    • Finalizing all reports and proposals

    • Maintaining computer files

    • Correspondence – typing, mailing/faxing of all correspondence as necessary

    • Complex travel arrangements

    • Completing Expense Reports for MD

    • Providing general assistance to the MD

    • Keeping managers informed of all client and internal communication while manager is out of the office.

    • Assisting in the maintenance of contact relationship database

    • Planning/coordinating Client and Prospect events (registration, presentations, organizing supplies, shipping, travel arrangements, dinners, event venues)

    • Phone coverage duties Other administrative duties as needed

    Qualifications

    Required skills include



    • A 4-year college degree, or equivalent experience

    • Minimum of 3-4 years of experience in a comparable role

    • Skill in fostering and establishing effective working relationships and teams with other staff, clients and the general public

    • Ability to support executive-level managers and work for multiple managers

    • Ability to work independently

    • Ability to prioritize and coordinate multiple assignments

    • Professionalism in all communications including phone and e-mail

    • Accuracy when preparing documents within a tight time frame

    • Knowledge of standard online reference sources and information gathering methods

    • Strong proficiency in Microsoft Word, PowerPoint, Excel and Outlook

    • Proficient typing skills

    • Solid knowledge of English grammar, spelling, and punctuation

    • Ability to research information in response to specific direction


     


    Qualities



    • Self-motivated and Independent

    • Resourceful

    • Efficient

    • Organized

    • Proactive approach to assignments and troubleshooting

    • Detail-oriented

    • Positive attitude


     


    Other Requirements



    • Overtime is a requirement of the position. Individuals in most areas of the company can expect to work 150 or more hours of overtime each year


     


    TOTAL REWARDS


    PFM’s total rewards package includes competitive pay and comprehensive benefits.  PFM also offers participation in a profit-sharing and 401K program as well as flexible paid time off.


     


    ADDITIONAL INFORMATION


    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.

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