Market Administrator

About the Role

The Market Administrator (MA) is responsible for providing overall administrative support for the Market Management Team. This role enables you to learn about all aspects of the business at a high level, and the wide range of responsibilities presents opportunities to grow skill sets and progress your career.

Key Responsibilities

Expense Management Support

• Manage Travel & Entertainment (T&E) and Events and Conferences (EnC) expense requests to ensure compliance with Firm policy utilizing online business systems.
• Coordinate events and meetings for the market, including pre-approvals, logistics, planning, and accounting.
• Work with Accounts Payable to manage invoices, vendor set up/maintenance, payment reconciliations, or issues.
• Maintain and review market finance and expense management information in collaboration with MBSO and/or BSO Management.

BSO Management Support

• Navigate firm resources and act as a liaison with Regional Administrators and other internal and external business partners, including managing requests and escalating as needed.
• Provide organizational support for Human Resources by leveraging associated HR systems (I-9 processing, New Hire onboarding, internal transfers, and employee termination paperwork).
• Proactively participate in firm initiatives directed by local management.
• Communicate and manage firm initiatives for the market (e.g., Global Volunteer Month, Annual Appeal) as well as regional initiatives.
• Actively engage in available training and education programs to maintain current status on policies, procedures, and risk awareness (including licensing requirements for market personnel).
• Facilitate and/or conduct ad hoc projects, training, and events for the market as necessary.

Office Administration Support

• Perform administrative functions for Market Management Team, including telephone coverage, business travel arrangements, and file & calendar maintenance.
• Serve as a point of contact for market facilities and real estate management (e.g., refurbishments, reconfigurations).
• Serve as a point of contact for market personnel needs (e.g., benefits enrollment, registration/licensing, and communication of policy and updates as it relates to HR and Registration matters).
• Serve as a point of contact for local administrative tasks (e.g., Alternative Flexible Grid (AFG) checkpoints, CPR/AED training and certifications, annual certification of registrations and market data expenses).
• Lead office management efforts, including maintaining office supplies, ordering business cards and stationery, maintaining business continuity plans, and acting as point of contact for facilities management.
• Assist with firm remediations as needed.
• Act as a point of contact for technology projects, migrations, equipment installs/replacements.
• Maintain up-to-date office utilization information in the firm’s internal system.
• Provide guidance and point of contact for Branch Administrators.
• Coordinate with Branch Administrator(s) as it relates to market driven projects and ensuring back-up Administrator coverage.
• Administer other duties as delegated by the Market Management Team.

Qualifications & Skills

Education and/or Experience

• High School Diploma/Equivalency
• College degree preferred
• Two or more years of related experience is a plus

Knowledge/Skills

• Strong computer skills and knowledge of Microsoft Office
• Excellent verbal and written communication, including telephone coverage
• Strong time management abilities
• Demonstrates good judgement
• Exceptional interpersonal and client service skills
• Detail oriented with superior organizational skills
• Ability to prioritize work
• Team player with the ability to collaborate with others
• Ability to work in a fast-paced, evolving environment
• Adaptable and ability to multitask
• Proactive or self-starter
• Ability to be discreet and maintain confidentiality on sensitive matters
• Willingness to obtain Series 7 (GS) and Series 66 (AG/RA) or Series 63 (AG) and Series 65 (RA)