Executive Assistant
- Calendar management for the Head of Strategy and Transformation: accept/decline, establish intimate knowledge of meeting requests in order to prioritize and make decisions on behalf of the leader, and proactively resolve calendar conflicts;
- Prepare and submit invoices/expenses and reconcile and manage department purchase card;
- Schedule meetings, conferences and events and interface with executive support team to coordinate schedules, reserve appropriate conference rooms, catering orders, prepare room and required materials for meetings needs;
- Prepare meeting agendas, coordinate meetings, and take minutes as needed, including circulating action items for follow-up;
- Compose and maintain reports and documents with little input required;
- Finalize high-level materials--review/edit/format semi-final draft materials (e.g., communications, letters, PowerPoint slides, Excel exhibits) to produce a final product;
- As needed assist with program/project-related support and communication needs across the department; presentations, spreadsheets, and templates
- With direction, draft correspondence on behalf of leader and/or department;
- Respond to inquiries (both written and verbal) as needed;
- Order supplies and company items needed by co-located and remote employees;
- Proactively identify facility, equipment, system issues and needs and submit service requests as needed;
- Schedule travel arrangements;
- High school Diploma or equivalent
- 5+ years experience in an Executive Assistant or similar role
- 2+ years Expert knowledge and comfort working with Microsoft Office suite (Word, Excel, PowerPoint, etc.), Google Workspace, Zoom, and Slack.
- Bachelor’s Degree
- Proficient working knowledge of both Ariba and Concur system applications
- Experience working in the Financial Services Industry
- Ability to leverage additional technology - Concur, Ariba, Workday, ServiceNow, xMatters, and Archer;
- Knowledge of Lean Management (Huddle Boards, Operational Metrics, etc.)
- Demonstrated experience with calendar management for one or more leaders
- Collaborative approach, performs routine administrative support successfully and demonstrates openness to provide assistance as urgent situations or ad-hoc needs arise
- Ability to make discretionary decisions within reason
- High level of attention to detail
- High level of organizational skills
- Relationship building skills
- Regular meetings with the team
- Focused one-on-one meetings with your manager
- Networking opportunities including access to Asian, Hispanic/Latinx, African American, women, LGBTQ, Veteran and disability-focused Business Resource Groups
- Access to learning content on Degreed and other informational platforms
- Your ethics and integrity will be valued by a company with a strong and stable ethical business with industry leading pay and benefits
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