Calendar Management – complex agenda and setting of meetings across all
Schedule and track client meetings and support, including Board and
Domestic and International Travel arrangements; expense claims, expedited
Coordinate webcasts, video and telepresence conferences as needed
Preparation and coordination of departmental meetings, events, and Town
Creating, editing and preparation of emails, organization charts and
Managing logistics for visitors
Assist with the onboarding process of new hires and transfer candidates.
Ordering, replenishment, arrangement and distribution of departmental
Management of incoming and outgoing phone calls and communications
Maintain current e-mail distribution lists in Outlook
Modification and distribution of departmental reports.
Completion of any reasonable projects or tasks, as requested by
The staff member will make use of several application systems including:
Coupa – Supplies and IT Procurement.
My IT / SailPoint – Request management tool for IT application security
Concur – Travel scheduling and expense reporting.
Tom Net and Clock Net – Staff attendance and work hours tracking.
FedEx Online – Express mail labeling and postage.
Microsoft Office Suite
Minimum Required Qualifications
Education and Experience: Bachelor’s degree or higher, with a strong
understanding of Front Office principles and processes for providing customer and administrative
services. 6-10yrs of proven
experience as an Executive Assistant, supporting Department Heads or C-level executives,
preferably within a financial institution.
Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
Technical Skills: Competent in Word, PowerPoint and Excel.
Administrative Skills: executive level calendar management, meeting
management, time management, strategic planning of tasks, complex travel
management, expense processing, phone management, and client handling.
Primary Location: US-NY-New YorkJob Type: Standard / PermanentJob: MISCELLANEOUSEducation Level: Bachelor Degree or equivalent (>= 3 years)Experience Level: Not IndicatedSchedule: Full-time
Behavioural competency: Ability to deliver / Results drivenTransversal competency: Ability to manage a project