Executive Assistant

At-a-Glance:

Join a global financial institution in a dynamic and fast-paced environment as an Executive Assistant.

Position Type:

• Contract
• On-Site

Required:

• Experience in financial services.
• Experience supporting multiple senior professionals, including heavy calendar management and phone coverage.
• Must be flexible covering different managers as the group grows or changes.
• College degree preferred or 5 years of relevant corporate experience.
• Excellent communication, writing, judgment, and problem-solving skills.
• Strong attention to detail and solid organizational/time management skills.
• Enthusiastic and positive team player willing to help and work well with others.
• Able to work in a fast-paced environment and handle multiple tasks concurrently.
• Proficient in Microsoft Office Suite, especially PowerPoint, Excel, and Outlook.
• Knowledge of O365 and Microsoft Teams is a plus.
• Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements.
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass, and Ariba is a plus.
• Solid typing skills.

Responsibilities:

• Provide administrative support to senior members of the department.
• Act as the first point of contact for inbound and outbound phone calls for managers, applying discretion and judgment when dealing with sensitive information.
• Understand the important clients/colleagues of each manager, take accurate messages, and stay informed of the manager's whereabouts.
• Interface with various departments to collect information, respond to requests, and obtain services on behalf of managers.
• Maintain managers' calendars via Outlook, including scheduling meetings/conference calls, addressing meeting conflicts, and assisting with hosting video conferences.
• Plan and organize internal events, event registrations, conference room reservations, multimedia support, and catering requests.
• Arrange all aspects of domestic and international travel, including booking flights, providing travel itineraries, arranging hotels and car service, and assisting with international travel requirements (e.g., visas, entry letters).
• Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
• Create, edit, and format documents using Microsoft Office Suite and Adobe Pro.
• Help manage the team's shared sites such as Microsoft Teams, SharePoint, and other collaborative sites.
• Support organization by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors, and handling all incoming/outgoing mail and packages.
• Assist on ad hoc projects and provide backup coverage for other administrative assistants, as needed.

If your background aligns with what we’re looking for, you may receive a call from Ava, our virtual recruiter, for a brief screening conversation. Ava will ask a few questions about your experience and interest in the opportunity.

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