Senior Executive Assistant

Senior Executive Assistant

Serve as an effective gatekeeper to the Head of the Department

Coordinate and manage the overall administrative functions of the Group function, including extensive calendar management; domestic and international travel coordination; meeting preparation, including external Board meetings, agendas, talking points, data specifications, and related materials; and invoice and expense report processing.

Review incoming correspondence and ensure the Head of the Department is aware of priority or action items and matters requiring a response by specific dates; prioritize correspondence for presentation to the Head of the Department; and manage incoming and outgoing telephone traffic courteously and expeditiously.

Distribute incoming correspondence to other Company's officers or key managers in the absence of the Head of the Department and maintain records of such distributions.

Maintain calendars and travel plans for key subordinates of the Head of the Department and advise of potential conflicts sufficiently in advance.

Provide IT administration support for the Departments System Toolbox document management and research tools.

Maintain and update the Department's special filing system and indices; keep the Department file room organized; and update reference publications as needed.

Maintain the Department bill payment system; update outside counsel fee spreadsheets; and keep records of paid outside counsel bills.

Retrieve shared department information and data from the Company's System's Departments using the Extranet.

Coordinate responses to subpoenas received by the Organization.

Perform general administrative duties, including answering phones, opening and distributing mail, maintaining calendars, and ordering office supplies for the Department.

Scan and maintain archived corporate documents in connection with the Company's records management filing system and prepare shipments to offsite vendor locations.

Coordinate travel arrangements and prepare expense vouchers for the the Department as needed.

Create, process, and maintain expense records.

Coordinate meetings through Outlook calendar.

Track and maintain the Department subscriptions and vendor agreements; schedule contract review assignments for lawyers.

Assist with the annual Board Director election process, including researching and verifying eligible shareholder information and preparing and mailing nomination certificates, voting ballots, and related attachments; ensure mailing accuracy and distribution.

Support the Corporate Secretary with implementation of the Diligent Board Portal.

Prepare, type, and proofread draft and final versions of letters, memoranda, and reports generated; prepare first drafts of routine business correspondence when requested.

Perform special assignments as requested by the Head of the Department.

Provide personal administrative support as needed.

Skills Required

Strong experience providing high-level executive administrative support to a C-suite executive in a top-tier, complex organization; financial services experience preferred.

Demonstrated ability to build and leverage relationships with senior leadership and key internal and external stakeholders.

Solutions-oriented mindset with sound judgment and discretion.

Experience working with government agencies and regulatory entities, including the ability to navigate complex regulatory environments.

Exceptional verbal and written communication skills, including the ability to communicate effectively with member of the Board of Directors, senior leadership, and executives in financial services, government agencies, and similar sectors.

Exceptional ability to build strong professional relationships with colleagues across the organization

Ability to proactively manage a complex calendar.

Ability to plan and coordinate travel arrangements.

Strong organizational skills, with the ability to multitask and prioritize time-sensitive deliverables.

Strong analytical, critical-thinking, and problem-solving skills.

Ability to handle confidential information with diplomacy and discretion.

Dependable, trustworthy, and flexible, with strong gatekeeping skills and the ability to effectively manage the office of the Head of the Department.

Ability to identify issues before they occur and provide appropriate solutions in real time.

Strong intellectual capacity, emotional intelligence, and situational awareness to make timely decisions, often without consultation or guidance, and pivot as needed.

Ability to maintain a high level of responsiveness and address issues as they arise.

Flexibility to work outside typical business hours.

Experience Required:

10 - 15 years of multifaceted senior executive administrative experience supporting a C-suite officer in a top-tier organization, preferably in the financial services sector.

Solid experience managing administrative functions and planning and executing activities. Excellent organizational skills, with the ability to multitask and prioritize work.

Strong attention to detail and sound judgment. Excellent listening skills and ability to work with employees at all levels.

Solid knowledge of general office procedures, protocol, and professionalism.

Strong written and verbal proficiency in English.

Proven experience working with high-level professionals, including C-suite officers.

Credentials:

Notary Public desired.