Executive Assistant

Department ProfileThe Legal and Compliance Division assists *** in achieving its business objectives in a manner consistent with the Firm's core values and Global Risk Management Principles, by facilitating and overseeing the Firm's management of legal, regulatory and franchise risk.Job Responsibilities:As an administrative assistant, you’ll be expected to provide administrative support to senior members of the division and perform the following duties:Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive informationUnderstand the important clients/colleagues of each manager, take accurate messages and stay informed of manger’s whereaboutsInterface with various departments to collect information, respond to requests and obtain services on behalf of managersMaintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferencesPlan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requestsArrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.Create, edit and format documents using Microsoft Office Suite and Adobe ProCollaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessaryManage team’s shared sites such as Microsoft Teams, SharePoint and other collaborative sites.Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages.Process invoices and create funding requests using internal platformsAssist on adhoc projects and provide backup coverage for other administrative assistants, as neededRole will require in office attendance 5 days/weekQualifications:Experience supporting multiple senior professionals including heavy calendars management and phone coverageMust be flexible covering different managers’ as group grows or changesExperience working in the financial services industry (5-10 years)College Degree Preferred (or 5+ years of relative corporate experience preferred)Excellent communication, writing, judgment, and problem-solving skillsStrong attention to detail as well as solid organization/time management skillsMust be an enthusiastic and positive team player who is willing to help out and work well with othersAble to work in a fast-paced environment and handle multiple tasks concurrentlyProficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contactsKnowledge of O365 and Microsoft Teams a plusAbility to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirementsExperience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plusSolid typing skills (60+ wpm)