Executive Assistant to C-Suite

Day-to-Day Tasks

• Provide complete administrative support for the Investor Coverage Team which consist of 6 Managing Directors, 3 VPs and 1 Analyst.
• Manage Senior-level banker's emails, with extensive follow-up as needed, flagging tasks which require immediate attention.
• Prepare a weekly report for senior management (highlights macro environment and Sector achievements)
• Compile news runs in advance of banker meetings, coordinate printing of presentations
• Lead coordination of Senior Management visits to NY, organize all group events (assist with scheduling/managing agenda, catering, material coordination, correspondence with guests from start to finish)
• Log upcoming meetings and document meeting notes/follow-up items into client management system
• Flawlessly handle executives' large volume of travel planning (visa, flights accommodations, etc.)
• Lead coordination of client visits, assist with organizing all group events (catering, material coordination, correspondence with guests from start to finish)
• Process and track expense reports
• Team schedule management
• Internal Meeting Setup (liaise with Senior Executive Assistants at the firm to schedule internal meetings and to obtain availability for external meetings)
• System Access MyIam requests, IT Tickets
• Assist Relationship Managers with client events (MSG, US Open, etc.)
• Arrange and animate client conference/video calls and marketing events
• Manage Time off System (TOMnet)
• Adhoc projects as needed

Special Tasks/Projects

• Executive Roadshow Scheduling; Liaison with C-Suite Executive Assistants for scheduling. (Executives come from London/Paris/Asia 3x a quarter & need to manage their entire itinerary including scheduling internal/external meetings, logistics, etc.)
• Interaction with Client C-Suite Executive Assistants. Maintain positive and trustworthy relationships with Clients and their EAs to ensure meetings with C-Suite Executives are scheduled in a timely manner and executed seamlessly.
• Assist Relationship Managers with multiple philanthropic/charity requests yearlong and ensure philanthropic events are logged and approved in My CIB.

Other

• Back up other FIC Administrative Assistants when necessary.

Minimum Required Qualifications

• 5 - 7 years of relevant Executive Assistant experience supporting department heads or C-level executives, preferably within a financial institution.
• Effective communication both verbally and non-verbally, with co-workers and all levels of management, utilizing tact and confidentiality.
• Self-motivated and detailed oriented
• Ability to prioritize multiple tasks.
• Ability to interact with staff (at all levels) in a high energy, high pressure environment.
• Ability to cooperate and coordinate with other FIC Americas' EAs – assist and provide coverage, when necessary including PTOs.
• Strong organizational skills
• Exhibit initiative, flexibility, resourcefulness and efficiency, with a high degree of professionalism and confidentiality
• Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Fully conversant in VC Platforms and technology (MS Teams, Skype,…)
• Process and follow up on Virtual Client Meetings
• Experience handling confidential materials at all levels.
• Knowledge of administrative and clerical procedures and systems, such as MS Word, Excel & PowerPoint.
• Experience in coordinating travel (both Domestic & International) & extensive experience in expense reporting.
• Knowledge of principles and processes for providing customer and personal services.

Preferred Qualifications:

• Bachelor's degree preferred.

Client Registrations Required:
Not Applicable

Job Type: Full-time

Salary: $40.00 - $43.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Application Question(s):

• Are you currently employed full-time?
• Do you have experience with Executive Roadshow Scheduling?

Education:

• High school or equivalent (Required)

Work Location: Hybrid remote in New York, NY 10004