Executive Assistant

Contract to hire

Pay rate - 31/h

Essential Duties and Responsibilities

· Provides the full spectrum of support to two or more SVPs within the Technology organization

· Maintains confidentiality

· Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries

· Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements

· Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor

· . Assist with hoteling issues that may arise throughout the day within the executive’s organization. This may include but not limited to physically going to a workstation on the floor and troubleshooting the issue, correcting the issue with known fixes, reaching out to End User Support for replacement of equipment, etc

· Submit expense reports weekly and reconcile Corporate American Express accounts of the executives

· Sorts, screens, reviews and distributes incoming and outgoing email

· Build strong professional relationships with colleagues within the IT Admin Team and within the firm

Knowledge of:

· Organizational policies and practices

· Confidentiality policies

· Investment concepts, practices and procedures used in the securities industry

· Principles of banking and finance and securities industry operations

· Terminology of financial markets and technology products

Skill In:

· Performing a range of executive support activities for a senior vice president of a major organizational functional area

· Answering telephones and assisting visitors

· Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents

· Scheduling and coordinating meetings, events, interviews and appointments

· Preparing reports

· Establishing and maintaining files, databases and other records

· Performing routine analyses and calculations involved in preparing reports

· Sorting, screening and distributing email

· Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, standard office equipment

EDUCATION

High School diploma and 4-6 years of experience in providing secretarial and administrative support to executives at a senior vice president/department head level in a major function within a large company (financial planning, investment management or other financial services environment preferred)