Executive Administrative Assistant

Must Haves: 7+ years as an executive assistant, 2 of these years candidate should also have Coupa/Supplier Management experience, supporting senior level executives in a corporate environment and a minimum of 4 years of experience working with Microsoft Outlook, PowerPoint, Word, Excel and Outlook.


Job Description
Role Summary/Purpose
In this role you will provide administrative support services to four of Bank's Senior Vice Presidents within the Finance organization, including the Chief Accounting Officer, Tax Director, CFO Home & Auto, and Head of Consumer Bank. The ideal candidate must have strong organizational, interpersonal, comm unication and computer (Microsoft Office) skills, and the ability to handle confidential information and work in a fast-paced, ever-changing environment.


Essential Responsibilities:

• Interact with employees, customers, and outside advisors in a professional and efficient manner

• Effectively use computer and company software programs with strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook (for appointments/email), Microsoft Teams, Nitro Pro, Coupa and Client Global Business Travel for T&E

• Proactive planning & creating meetings and managing busy and complex calendars (including frequent calendar shifts), continuing to ensure accuracy of attendees, meeting locations, materials etc.

• Arranging for complex travel plans and events and prepare/reconcile T&E and Purchase Card reports; Travel (book on-line flight reservations and coordinate all travel/meeting logistics)

• Process statements of work, purchase orders, and invoices, ensure timely vendor payments and support supplier management through our Coupa system

• Proactively anticipate and communicate potential issues, propose solutions and have close attention to detail

• Clear and effective communication with leaders and effective prioritization of tasks

• Coordinate activities and meetings, planning for on-site and off-site events; includes coordination with outside parties

• Ensure documents are posted accurately and timely in preparation for meetings/conference calls

• Attend staff/team meetings as required

• Maintain calendar for staff and department activities. Assist in prioritization of items

• Perform other duties and/or special projects as assigned

Qualifications/Requirements:

• 7+ years in an executive administrative role

• Minimum of 2 years of experience supporting senior level executives in a corporate environment

• Minimum of 4 years of experience working with Microsoft Outlook, PowerPoint, Word, Excel and Outlook

• Minimum of 2 years of experience working with supplier management software like Coupa

• Strong organizational skills and possess the ability to handle multiple projects

• Strong attention to detail

• High level of integrity, confidentiality and self-confidence

• Clear, concise and articulate communication skills (verbal & written)

Desired Characteristics:

• Coupa experience

• Supplier management and accounts payable experience

• Excellent communication and interpersonal skills

• Strong problem-solving and critical thinking skills with a passion for excellence

• Demonstrative initiative, ability to work independently and must be a team player

• Ability to accept responsibility and handle confidential information

• Excellent proficiency of Microsoft Outlook, PowerPoint, Excel and Word