Administrative Assistant-Project Management Office

We have an excellent contract that will go through the end of 2023 with a well-known banking institution located on the eastside of Rochester.  This facility is gorgeous, offers plenty of parking, is located near several eateries, shopping, grocery and more.  It's a perfect location that provides a professional environment and culture to work in.  You will be tasked with supporting the PMO and their direct reports which there are 5 of.   This group of individuals is responsible for any projects that happen within this organization.  This could include but is not limited to upgrades, implementing new systems, new builds, systems administration, enhancements etc.

• Providing administrative assistance in the implementation of activities and responsibilities related to the Project Management Office.
• Proactively managing the daily evolving calendar of the Director, including working with department staff, directors, executives and staff from other internal departments, outside vendor representatives, etc. to schedule meetings, follow up on requests for availability, accept and decline meetings, reschedule meetings, and negotiate the best times when attendees can be available. 
• Arrange for the proper meeting space, ensure equipment is available and in working order, set up for WebEx as needed so meetings start in a timely manner.
• Coordinate larger meetings by booking the appropriate conference room, sending maps to the office to outside visitors, meeting visitors and obtaining temporary security badges for them.  Ensure that security badges are returned. 
• Take meeting minutes or type up handwritten notes and synthesize information into distributable notes and action items to senior management.
• Assist with reporting by collecting statistics, creating graphs, running project reports from Workfront, reviewing and revising content provided by others, adding all elements into one professional document.
• Assist with the team meetings.  Input all into a PowerPoint document for presentation.
• Assist with Invoice approval workflow.
• Assist with tracking corporate card expenses.
• Place supplies orders and facilities requests when needed.
• Act as a liaison to other departments to improve communication regarding PMO initiatives.
• Organize important documents, forms, and reports.
• Print, scan, mail, copy, file and other tasks as needed.
• Manage effective communications with Senior Management by providing prompt response to phone calls and email communication whenever possible.
• Work closely with staff to ensure timely provision of back-up and informational materials relevant to meetings (agendas, meeting summaries and minutes).
• Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, hotels, transportation, meeting agendas and necessary contacts, as well as other information. 
• Communicate with appropriate staff as needed.

An associate degree in the field of business, computer science, or equivalent work experience. 

• Minimum two (2) years’ experience assisting at a high level.
• Experience in Information Technology strongly preferred.
• Experience in banking/financial services preferred.