Senior Executive Assistant

Senior Executive Assistant

Job Summary
The Senior Executive Assistant provides comprehensive support to a C16 level manager and the broader department by managing correspondence, calendars, appointments, conferences, travel arrangements, and other administrative tasks. This role is pivotal in ensuring efficient operations and effective communication within the executive team and across the organization.

Primary Responsibilities

• Directly supports a C16 level manager and generally supports the entire department.
• Manages day-to-day calendar(s) of senior management, ensuring efficient scheduling and coordination.
• Coordinates all aspects of executive-level manager appointments, meetings, receptions, and conference calls.
• Prepares and reviews materials and correspondence for meetings.
• Assists with the creation and modification of presentations, spreadsheets, and various documents.
• Coordinates travel arrangements; prepares and distributes schedules/agendas for travel.
• Prepares, reconciles, and tracks expense reports through the Travel and Entertainment Expense system.
• Orders supplies and processes invoices through the Procure to Pay system.
• Processes and follows up on Virtual Requests.
• Assists in ad-hoc reports and special projects as needed.
• Trains, coaches, or guides other administrative staff when required.
• Appropriately assesses risk when business decisions are made, demonstrating consideration for the firm's reputation and safeguarding group, its clients, and assets by ensuring compliance with applicable laws, rules, and regulations.

Primary Skills

• Calendar Management: Expertise in managing executive schedules, appointments, and meetings.
• Travel Coordination: Proficiency in organizing and managing complex travel arrangements.
• Communication: Clear and concise written and verbal communication skills.
• Microsoft Office Proficiency: Advanced skills in Microsoft Office applications, particularly in creating presentations and spreadsheets.

Secondary Responsibilities

• Preparing ad-hoc reports and special projects.
• Providing training, coaching, or guidance to other administrative staff as needed.
• Handling procurement processes including ordering supplies and processing invoices.

Secondary Skills

• Expense Management: Experience with expense reporting and reconciliation.
• Document Preparation: Ability to assist in the creation and modification of various documents.
• Risk Assessment: Demonstrated ability to assess risk in business decisions and ensure compliance with laws and regulations.
• System Proficiency: Ability to quickly gain command of new systems and tools.

Qualifications

• Previous office administration experience, preferably within a large and complex financial services or similar organization.
• Consistently demonstrates clear and concise written and verbal communication skills.
• Demonstrated ability to quickly gain command of new systems.
• Self-motivated and detail-oriented.

Education

• A levels / Polytechnic diploma / Bachelor's / University degree.

Seniority level

Mid-Senior level

Employment type

Contract

Job function

Administrative

Industries

Investment Banking