Executive Assistant

Job Description

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

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• Provides the full spectrum of support to two or more SVPs within the Technology organization
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• Maintains confidentiality
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• Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries
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• Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements
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• Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor
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• 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
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• Submit expense reports weekly and reconcile Corporate American Express accounts of the executives
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• Sorts, screens, reviews and distributes incoming and outgoing email
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• Build strong professional relationships with colleagues within the IT Admin Team and within the firm
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Knowledge of:

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• Organizational policies and practices
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• Confidentiality policies
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• Investment concepts, practices and procedures used in the securities industry
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• Principles of banking and finance and securities industry operations
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• Terminology of financial markets and technology products
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Skill In:

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• Performing a range of executive support activities for a senior vice president of a major organizational functional area
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• Answering telephones and assisting visitors
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• Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents
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• Scheduling and coordinating meetings, events, interviews and appointments
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• Preparing reports
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• Establishing and maintaining files, databases and other records
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• Performing routine analyses and calculations involved in preparing reports
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• Sorting, screening and distributing email
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• Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, standard office equipment
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• 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)
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