Executive Assistant - Center of Excellence

Job Number:

3237812

DESCRIPTION

Maintain and build rapport with clients and their assistants
Demonstrate tact and good judgment in navigating and safeguarding confidential information and with handling material nonpublic information (MNPI)
Demonstrate professional phone and written communication etiquette. Answer phones, take accurate messages
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the banker. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect banker’s style and organization policy.
Manage and appropriately prioritize multiple and competing demands within assigned shift
Adapt to changes in deadlines and changes to assignments

Be a resource for creating efficiencies when executing tasks and resolving problems using Firm resources and technology

Ownership of executives’ calendar, schedule all meetings, (in-person/virtual) and conference calls, handle meeting conflicts and escalate issues; manage the bankers internal Client Relationship database profile

Update and maintain contacts via internal client database and Outlook

Coordinate conference rooms for meetings including ordering catering, multimedia etc.
Coordinate logistics for closing dinners; client outings; virtual events; internal events

Moderate/co-host virtual events using virtual conference management tools i.e. Zoom, WebEx

Understand and properly apply policies to all expense activity including but not limited to travel arranging, client entertaining, meeting arrangement and overtime expenses

Preparation expense reports accurately and in a timely fashion. Responsible for assisting bankers manage and maintain a current corporate card balance

Arrange all aspects of travel (domestic and international), arrange flights, hotels, rental car and car service, visa applications, manage travel profiles and obtain necessary approvals

Prepare all itineraries, internal and external

Type correspondence, memos and presentations, help prepare presentation and meeting materials; coordinate with reprographics and mail services
Maintain on-line folder management, correspondence, documents, and files for bankers
Maintain orderly, fully functioning work area
Provide backup support for colleagues during vacation/unplanned absences and assist their managers as needed with phone coverage, travel, and other needs

Ad-hoc projects as requested

Exceptional organizational skills: keep track of work while maximizing productivity
Proper etiquette: effectively and respectfully communicate with internal and external stakeholders.
Foresight and anticipation: recognize and solve problems before they escalate
Multitasking: ability to complete a high volume of tasks without letting any fall through the cracks
Resourceful: required to develop solutions and alternatives in time sensitive and high pressure situations
Composure: ability to react with the appropriate level of urgency to situations and events that require quick response or turnaround
Discretion: appropriately handle confidential information
Team work: Act as a back up to colleagues in coverage group

Service Minded Attitude

QUALIFICATIONS

Conducting themselves at a high level of professionalism
Effective multi-tasking in a fast-paced environment
Experience in calendar management
Experience coordinating domestic and international travel
Experience using Concur or similar expense report creation tool
Experience with client communication and building client relationships
Experience working with video conferencing tools a plus
Adaptable team player/effective interpersonal skills
Good problem-solving ability
Excellent telephone etiquette
Superior oral and written communication skills

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