Executive Administrative Assistant

JobID: 210531263

Category: Administrative Assistant

JobSchedule: Full time

Posted Date: 2024-07-09T12:47:46+00:00

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Become an integral part of Ivestment Banking team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As an Executive Administrative Assistant in our Investment Banking team, you will have the opportunity to showcase your attention to detail, quality focus, high energy and flexibility in a fast-paced environment. You will be a key player in our team, representing the manager/group with professional courtesy and acumen, and delivering flawless work output. Your role will involve daily interaction with various executive level internal clients across our business lines. We will rely on you to adapt procedures, processes and techniques to complete assignments in line with our department's activities and goals.

Job responsibilities

• Maintain complex and detailed calendar; Screen incoming calls and determine the level of priority, while using caution in dispensing information

• Manage the coordination and logistics of both internal and external calls and meetings; Arrange and coordinate complicated domestic and international travel; Organize all aspects for offsite conferences and external events, including catering and transportation

• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures

• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access

• Produce high quality emails and messages to individuals at all levels of the organization; Maintain current organizational charts and Executive Bio's; Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

• Handle regular activities without prompting, and advise in advance with issues or delays

• Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly; Lead and coordinate on ad hoc projects as requested

Required qualifications, capabilities, and skills

• At least five years of administrative experience

• Advanced ability to organize

• Discreation and good judgment in confidential situations and proven experience interacting with senior management

• Strong interpersonal, written, and oral communication skills

• Strong proficiency in Microsoft Office

• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above

• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.