Executive Assistant

New York, NY

Posted: 10/15/2018 Industry: FIN Consulting Job Number: 11469133
" Capable of effectively working with two exceptionally busy high performing senior executives.
" Exceptionally efficient with event planning and coordination.
" Fabulous with customer service and communication with all levels of seniority internally and externally.

Senior Executive Assistant

Company Profile
Client is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services. The Firm's employees serve clients worldwide including corporations, governments and individuals from more than 1, 200 offices in 43 countries.

As a market leader, the talent and passion of our people is critical to our success. Together, we share a common set of values rooted in integrity, excellence and strong team ethic. Client can provide a superior foundation for building a professional career - a place for people to learn, to achieve and grow. A philosophy that balances personal lifestyles, perspectives and needs is an important part of our culture.

Department Profile
One of the largest divisions in the Firm, Operations is the first line of defence for Client's financial and reputational well-being and essential in delivering value to our clients. Operations is responsible for correctly settling and recording millions of transactions per day, identifying and mitigating operational risk, developing strong client relationships and partnering with technology to realize the full potential of IT and Automation. Operations has a world-class team of innovative and dedicated professionals, with a unique vantage point in the Firm interacting with all parts of the business, front to back. The Operations Senior Management team are passionate about our people development and providing best in class employee opportunities through an inclusive, forward-looking environment defined by open communication, collaboration, learning, and proactive career management.

The Shared Service and Banking Operations Group
Shared Services and Banking Operations (SSBO) delivers industry leading operational solutions by aligning the right functions, people, processes and tools into 10 core disciplines offering a tailored client service that is efficient, controlled and compliant with regulation. This first class service is provided to all asset classes across the entire trade lifecycle from client on-boarding to post settlement tax payments. SSBO operates from 18 cities across 7 countries to provide a truly global team of dedicated and diverse professionals. Our core disciplines include: Asset Servicing, Cash Management, Client Data Management, Global Banking Services, Loans Servicing, Network Management, Payments (Wireless and Disbursements), Reconciliations, Settlements and Tax Operations.

The SSBO COO and Business Management Team
The SSBO COO and Business Management team deals with supervision and execution of business management and strategy for a 2100 person organization with personnel located in North America, Asia, and Europe. The team is responsible for key aspects of budgeting; financial management and controls, vendor sourcing and management; talent recruitment, development, retention and promotion; technology and innovation; global location and workplace strategy; SSBO communications strategy; stakeholder engagement throughout the firm on behalf of the Global Head of SSBO and the SSBO Senior Management Team.

Team Profile
The Business Management and Strategy team consists of nine professionals located in New York, London, Glasgow and Baltimore. The team works extensively with the senior management team of SSBO, SSBO line managers, the Global Operations and Firm finance teams, HR, IT and project teams.

Position Description
This role is an excellent opportunity for an ambitious Senior Executive Assistant to join a busy and high performing team in a fast paced environment. The successful candidate will predominantly provide support to one senior Managing Director (Global Head of SSBO) and one senior Executive Director (Global COO of SSBO), in addition to assuming responsibility for aspects of event planning under supervision of the Global COO to whom this role would report.

Senior Executive Assistant Responsibilities
Core responsibilities for the Senior Executive Assistant will include, but are not limited to:
" Control of business schedule and diary management for the senior members of the team and provide secretarial and administrative assistance to support other team members as required.
" Act as a gate keeper with full ownership and accountability of a professional schedule; proactively managing calendar, pre-empting and resolving clashes independently.
" Forward planning of key events such as business travel, board meetings, quarterly open forums, and quarterly management off sites/planning sessions.
" Provide meeting support for external visitors; including arranging visitor passes and conference catering.
" Coordinate management materials. Actively supporting MD and ED to ensure they have sufficient materials ahead of time to prepare for meetings accordingly (i.E. Pre-reading).
" Provide full meeting support for complex multi time zone meetings including regional room bookings, invite management and multi point VC connections.
" Process expenses both out of pocket and card transactions in multiple currencies ensuring they are correctly reconciled and FX loss/gain is balanced, within timeframes as established in Expense Policy.
" Provide administrative support for complex multi-location trips, taking care of all logistics including researching travel options, arranging visa's, flights, trains, hotels, cars and currency.
" Ensure relevant agendas and itineraries are organised in advance.
" Ensuring compliance with the Firmwide expense and travel policies.
" Process invoice payments ensuring correct approval flow has been followed.
" Onboarding of new joiners ensuring they have an allocated desk, PC and equipment.
" Order office equipment and resources including business cards and stationary as required.
" Develop good working relationships with other administrative assistants within the broader department and provide " buddy cover " as required ensuring coverage for MD and ED during lunch breaks, holidays and sickness.
" Provide support to visiting Senior Management overseeing all associated arrangements including desk allocation ensuring work area is fit for purpose.
" Proactive day to day management and prioritization of tasks as required.

Required Skills and Behaviours:

" Experience in a similar high-performance environment.
" Confident, friendly " people oriented " personality required with an ability to liaise with people at all levels of the organisation to achieve work goals collaboratively.
" Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently.
" Clear and concise written and verbal communication.
" Ability to use own initiative and judgement.
" Highly organised and capable of multi-tasking to meet deadlines.
" Highly adept at MS Office applications particularly Word, PowerPoint, Excel and Outlook.
" Good organisational skills and able to follow up outstanding items as necessary.
" Must be able to challenge, develop and improve processes.
" Ability to meet strict deadlines in a fast-paced environment.
" Ability to adapt existing skills in a new environment quickly.
" Ability to understand complex problems quickly and move projects forward.
" Accuracy and attention to detail is fundamental to being successful in the role.
" Discrete and professional manner
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