Senior Administrative Assistant (Administrative Support Assistant III)

Senior Administrative Assistant (Administrative Support Assistant III)

Capital One is looking for a detail oriented, innovative, and confident, experienced Administrative Assistant. This position is extremely pivotal to the success of a well-run, efficient organization. The ability to adapt to constantly changing demands, take on new and unfamiliar tasks, and work collaboratively with other administrative professionals is critical. You have an ability to create and reinforce corporate values by demonstrating personal integrity, earning and respecting the trust of associates and communicating openly both internally and externally.

As such, the ideal candidate for this highly visible and influential role will be willing and able to tackle the below tasks and approach new challenges with an open mind.

Responsibilities:

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
  
  • Develop strategies unique to each Executives' needs in order to maximize efficiency and clearly communicate priorities
  • Identify upcoming conflicts and key players to assess coverage and communication strategies
  • Advocate for your Executive's availability across the enterprise to gate-keep internal scheduling
  • Know the status of active deals to anticipate upcoming client and team needs
• Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed
  
  • Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow
• Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces
  
  • Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events
• Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers
• Coordinate travel arrangements for your team and broader deal teams with respect to your client's parameters, and their overall spend
  
  • Be accessible for changes and address them swiftly and calmly via Capital One's approved channels factoring in travel exceptions and policies
  • Provide innovative problem-solving alternatives
• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs
• Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization
• Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues
• Communicate clearly, concisely and professionally with clients and their support staff
  
  • Cultivate relationships with external administrative teams to easily facilitate future business needs
  • Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings
• Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation
• Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics
  
  • Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility
  • Provide travel assistance, as needed, for external parties
  • Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience
  • Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One's integrity as a business partner
• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process
• Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements

Basic Qualifications:

• High School Diploma, GED or equivalent certification
• At least 2 years of Administrative experience
• At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite

Preferred Qualifications:

• Associates Degree
• At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment
• At least 3+ years of calendar management supporting multiple executives
• At least 1+ year of meeting and event planning experience
• Experience setting up video conference and Zoom/Skype technology for meeting user
• Experience planning ahead and managing time effectively
• Excellent written and verbal communications
• Excellent organizational skills

At this time, Capital One will not sponsor a new applicant for employment authorization for this position.

The minimum and maximum full-time annual salaries for this role are listed below, by location. Please note that this salary information is solely for candidates hired to perform work within one of these locations, and refers to the amount Capital One is willing to pay at the time of this posting. Salaries for part-time roles will be prorated based upon the agreed upon number of hours to be regularly worked.

McLean, VA: $80,900 - $92,300 for Admin Support Assistant III

Candidates hired to work in other locations will be subject to the pay range associated with that location, and the actual annualized salary amount offered to any candidate at the time of hire will be reflected solely in the candidate's offer letter.

Capital One offers a comprehensive, competitive, and inclusive set of health, financial and other benefits that support your total well-being. Learn more at the Capital One Careers website. Eligibility varies based on full or part-time status, exempt or non-exempt status, and management level.

This role is expected to accept applications for a minimum of 5 business days.

No agencies please. Capital One is an equal opportunity employer (EOE, including disability/vet) committed to non-discrimination in compliance with applicable federal, state, and local laws. Capital One promotes a drug-free workplace. Capital One will consider for employment qualified applicants with a criminal history in a manner consistent with the requirements of applicable laws regarding criminal background inquiries, including, to the extent applicable, Article 23-A of the New York Correction Law; San Francisco, California Police Code Article 49, Sections 4901-4920; New York City's Fair Chance Act; Philadelphia's Fair Criminal Records Screening Act; and other applicable federal, state, and local laws and regulations regarding criminal background inquiries.

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Capital One Financial is made up of several different entities. Please note that any position posted in Canada is for Capital One Canada, any position posted in the United Kingdom is for Capital One Europe and any position posted in the Philippines is for Capital One Philippines Service Corp. (COPSSC).