Executive Assistant

At-a-Glance:

Are you ready to build your career by joining a global financial institution? If so, our client is hiring an Executive Assistant.

Position Type:

• Contract
• Hybrid - 4x a week on-site minimum, with potential to be there 5 days 

Required:

• Prior administrative or related experience at the executive level is essential.
• Flexible and proactive attitude with the willingness to take on new and ad hoc projects.
• Highly service-oriented and detailed-oriented individual with the ability to work well both independently and collaboratively.
• Highly trainable with ability to learn new, proprietary systems pretty quickly.
• Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility including escalating matters where necessary.
• Experience within a Financial Services environment preferred.
• Excellent written, verbal, and interpersonal communication skills.
• College degree mandatory.
• Proficiency with all Microsoft Office software.
• Adaptability to new challenges as the team and business complexity continues to evolve. 

Responsibilities:

• Becoming familiar with all policies and procedures related to expenses and travel including monetary thresholds and required approvals.
• Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and events.
• Coordinating on-site client meetings, including room reservations, catering, day of logistics, etc.
• Submitting, maintaining and monitoring expense reports through Concur system to ensure timely settlement of expenses.
• Processing external vendor payments through Smaart system.
• Obtaining approvals for firm absorbed costs through internal system.
• Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messages.
• Use of excellent judgment with both internal and external clients.
• Managing and maintaining the confidentiality of highly sensitive information as it relates to firm, staff, and clients.
• Heavy calendar monitoring, management and scheduling.
• Back-up coverage for administrative team colleague(s) during planned or unplanned absences from the office or as necessary.
• Reviewing and prioritizing incoming emails and taking appropriate action. Performing related duties as assigned.
• Ability to coordinate, and manage to completion, special projects as assigned.
• Advanced experience in making domestic and international travel arrangements including procuring visas (with assistance from travel desk), currency exchanges, arranging ground transportation, etc.
• Coordinating complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days/times as needed.
• Adept with working out travel logistics (e.g. planning real travel time between meetings, hotels and airports).
• Documentation Management including coordinating, streamlining and properly recording important documents and files.
• Assist with onboarding and off boarding all employees (e.g. new hires including permanent, temporary employees and interns as well as those departing the Firm).
• Facilitating execution of legal documents to be signed by various officers.
• Ad hoc project work.