Executive Assistant

Executive Assistant

Location: New York, NY 10018

The Executive Assistant is responsible for enhancing the effectiveness by providing administrative support and organizational support to our Head of Capital Markets and Head of Asset Based Lending at our Manhattan office. Responsible for handling a wide and complex range of administrative and executive support related tasks working under minimal supervision. Interact with staff (at all levels) in a fast-paced environment, sometimes under pressure and remains flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Also responsible for gathering information to prepare reports, assisting with the planning of events, managing and directing certain inquiries, managing and prioritizing meetings for the executive and assisting with the creation of timely communications within the division. May be required to apply knowledge of assigned line of business to perform relevant administrative functions and related special projects.

Job Responsibilities:

• Develop and distribute reports, collect and analyze information, prepare presentation materials which may include multi-media applications.
• Organize written and verbal communication, draft letters and documents, take meeting minutes, oversee maintenance and organization of recordkeeping and filing.
• Effectively communicate announcements to the division and executive leadership.
• Make travel arrangements, manage calendars and prioritize meeting requests for an orderly schedule.
• Interface with other leaders, stakeholders, and vendors for business overviews, presentations and onsite visits.
• Conduct special projects and may assist with business unit specific tasks, as needed, including organizing team and culture building events.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Additional Accountabilities:

• Performs special projects, and additional duties and responsibilities as required.
• Consistently adheres to regulatory and compliance policies and standards linked to the job as listed and complete required compliance trainings. Accountable to maintain compliance with applicable federal, state and local laws and regulations.

Required Qualifications:

• Education level required: High School / High School Equivalency (GED, HiSET, TASC) / Foreign Equivalent.
• Minimum experience required: 2 years of professional experience relevant to assigned area preferred.

Preferred Qualifications:

• Education level preferred: Undergraduate Degree (4 years or equivalent).

Job Competencies:

• Knowledge of standard office, practices and procedures.
• Excellent written and verbal communication skills with the ability to maintain confidential information.
• Proficiency using Email, Excel, Word, Adobe, Visio, PowerPoint or equivalent presentation software.
• Proven analytical skills to gather and summarize data for reports, find solutions to challenges and prioritize work.
• Demonstrated interpersonal skills to handle sensitive and confidential matters.
• Excellent customer service skills.
• Solid typing and data entry skills.
• Self-starter, self-directed and influential.
• Ability to multi-task and work under pressure in a time constrained environment.
• Proven ability to use independent judgment required to plan, prioritize, and organize a diversified workload for executive management.
• Ability to compose and respond to moderately complex correspondence.
• Team player with the ability to create structure amidst a leadership team with different working styles.
• Ability to work overtime if business needs require.
• Demonstrates a strong ability to build and maintain effective relationships with stakeholders by communicating clearly, engaging in proactive collaboration, and leveraging cross functional insights. Aligns relationship building efforts with enterprise goals to accelerate performance and drive strategic results.
• Builds trusted client relationships, whether internal or external, by identifying needs and delivering tailored solutions to enhance the overall client experience.
• Fosters or supports a positive work culture and productive work environment, displaying importance of effective relationships with customers and stakeholders.
• Physical demands (ADA): No unusual physical exertion is involved.

Flagstar is an Equal Opportunity Employer

We are committed to providing clear and accurate compensation information in accordance with applicable laws. Actual starting base pay will be determined based on location, experience, and other non-discriminatory factors permitted by law. Total compensation may also include variable incentives, bonuses, commissions, or other awards as outlined in the offer of employment. Flagstar provides teammates access to a variety of benefits including medical, dental, vision, life, and disability insurance, as well as a comprehensive leave program. Pay Range: $25.07 - $42.66