Executive Assistant

Department Profile

The Legal and Compliance Division assists *** in achieving its business objectives in a manner consistent with the Firm’s core values and Global Risk Management Principles, by facilitating and overseeing the Firm’s management of legal, regulatory and franchise risk.

Job Responsibilities

:As an administrative assistant, you’ll be expected to provide administrative support to senior members of the division and perform the following duties

:Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive informatio

nUnderstand the important clients/colleagues of each manager, take accurate messages and stay informed of manger’s whereabout

sInterface with various departments to collect information, respond to requests and obtain services on behalf of manager

sMaintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conference

sPlan and organize internal events including event registrations, conference room reservations, multimedia support, and catering request

sArrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, 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 Pr

oCollaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessar

yManage team’s shared sites such as Microsoft Teams, SharePoint and other collaborative sites

.Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages

.Process invoices and create funding requests using internal platform

sAssist on adhoc projects and provide backup coverage for other administrative assistants, as neede

dRole will require in office attendance 5 days/wee

kQualifications

:Experience supporting multiple senior professionals including heavy calendars management and phone coverag

eMust be flexible covering different managers’ as group grows or change

sExperience working in the financial services industry (5-10 years

)College Degree Preferred (or 5+ years of relative corporate experience preferred

)Excellent communication, writing, judgment, and problem-solving skill

sStrong attention to detail as well as solid organization/time management skill

sMust be an enthusiastic and positive team player who is willing to help out and work well with other

sAble to work in a fast-paced environment and handle multiple tasks concurrentl

yProficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contact

sKnowledge of O365 and Microsoft Teams a plu

sAbility to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirement

sExperience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plu

sSolid typing skills (60+ wpm

)