Administrative Assistant - Engineering

Boston MA
May 31 2018
Insurance, Securities
Functional Area:

AS - Administrative Support

Estimated Travel Percentage (%): No Travel

Relocation Provided: No

AIG PC Global Services, Inc

  • Administrative Management

    Takes the initiative and uses appropriate technology to coordinate and administer general office activities. Uses judgment and decision making skills to prioritize work, support multiple requests, and solve problems with effective solutions. Completes assignments in a timely manner with sufficient attention to detail to ensure accuracy. Communicates clearly and uses discretion and tact when interacting with internal and external customers. Helps prepare marketing, service and account activities/presentations using tools such as MicroSoft applications and similar (Excel/Power Point/Word). Helps research as directed by account engineering.

    General Systems Support for Zone and Home Office

    Orders IT Hardware for Zonal Engineering. Requests and obtains shared drive access for Engineers. Assists in maintaining shared drives/Docushare and similar. Be proficient in IT support systems such as basics of GRASP, Deal Flow Board, iSuite, etc. Supports Impairment for Zone. Provide support as directed for Account Engineering and Home Office tasks.

    Accounting, Ledger, Fees, Invoicing, Reporting

    Helps maintain and manage information and data input to Engineering Fee Log, Monthly Reports, Invoicing Systems such as GAIN, Manages the processing of invoices from service providers via GRASP. Approves and manages invoices in SAP (Accounts payable).

    On-Boarding/Off-Boarding Management

    Manages the onboarding/offboarding process for all Northeast Zone new account engineers from inception to completion. This process includes assistance in completion of position requisition with Human Resources. Also completing pre and post checklists, processing corporate card applications, providing engineers with general initial set-up support, and securing and managing IT set up of engineering equipment.

    Calendar, Travel & Expense Management

    Provides calendar management for meeting coordination for both internal and external meetings and clients. Arranges on and off-site meetings in StarCite.

    Coordinates travel arrangements, both domestic and international for Zonal Management. Liase with CIBT as to any travel documents required for international travel. Prepares and submits all expense reports using Concur and ensures expenses are submitted within the required timeframe. Helps keep staff well informed of any changes to ensure compliance for both travel and expense policies.

    Job Requirements:

    A minimum of 5+ years supporting senior management, preferably in a large, multi-national environment

    -Expert understanding of Power Point, Microsoft office and Excel

    -Ability to manage multiple projects and priorities

    - Excellent verbal and written communication skills and ability to interact with all levels of the organization including AIG senior management

    - Ability to work independently, take initiative and anticipate needs

    - Ability to deal with ambiguity and re prioritize tasks in response to unexpected changes in priorities/requests

    - Possess a high attention to detail with strong organizational and problem solving skills

    - Advanced skills in Microsoft Outlook, Word, Excel and PowerPoint

    - Bachelor's degree preferred (or equivalent)

It has been and will continue to be the policy of American International Group, Inc., its subsidiaries and affiliates to be an Equal Opportunity Employer. We provide equal opportunity to all qualified individuals regardless of race, color, religion, age, gender, gender expression, national origin, veteran status, disability or any other legally protected categories.

At AIG, we believe that diversity and inclusion are critical to our future and our mission - creating a foundation for a creative workplace that leads to innovation, growth, and profitability. Through a wide variety of programs and initiatives, we invest in each employee, seeking to ensure that our people are not only respected as individuals, but also truly valued for their unique perspectives.

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