- Company Name
- CFA Institute
- Job Title
- Project & Administrative Assistant
- Job Description
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Job title: Project & Administrative Assistant (Administrative Coordinator, Research)
Role Summary:
Provide comprehensive project coordination, financial administration, and operational support across global research and policy teams. Ensure smooth daily operations, timely deliverables, and compliance with internal policies.
Expectations:
- Deliver high‑quality, accurate work in a fast‑paced, collaborative environment.
- Prioritize multiple tasks, meet competing deadlines, and maintain attention to detail.
- Communicate effectively with senior stakeholders and external partners.
- Exhibit professionalism, sound judgement, and a proactive, collaborative mindset.
Key Responsibilities:
- Coordinate day‑to‑day administrative activities for Research and Policy teams.
- Manage contracts, invoices, and vendor payments using NetSuite, CLX, and related systems.
- Prepare, track, and manage Statements of Work, Master Service Agreements, and purchase orders in line with institutional policies.
- Schedule and facilitate meetings, travel, and event logistics for senior leaders; ensure seamless execution and follow‑up.
- Maintain accurate records for advisory and technical committee operations.
- Draft, format, and proofread presentations, reports, and communications to brand standards.
- Act as primary liaison between internal teams and external partners, ensuring clarity and responsiveness.
- Support project coordination by developing schedules, identifying deliverables, and monitoring progress.
Required Skills:
- Strong organizational and time‑management skills with ability to handle shifting priorities.
- Experience in finance and vendor administration (invoicing, contracting, supplier payments).
- Project coordination experience, including schedule development and resource planning.
- Excellent stakeholder‑management skills; comfortable interacting with senior academics, consultants, and industry leaders.
- Proficiency in Microsoft Office; experience with Workday, Salesforce, NetSuite, Concur, and familiarity with workflow or project‑management tools (e.g., JIRA).
- Proactive, detail‑focused, with sound judgment and collaborative approach.
Required Education & Certifications:
- Bachelor’s degree or equivalent combination of education and experience.
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