Executive Assistant

This person will be responsible for providing executive administrative support to 4 Senior Vice Presidents. They are high level executives so the importance of providing top-notch, quality candidates is extremely important

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 executives 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
• 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)