Executive Administrative Assistant

Become an integral part of the Compliance, Conduct & Operational Risk (CCOR) team where you will have the opportunity to work in an organization focused on cultivating a strong, unified culture that embraces a sense of personal accountability in developing the highest corporate standards in governance and controls. This role provides a platform for professional growth, skill enhancement, a unique day-to-day where attention to detail and quality are highly utilized. Our organization focuses on nurturing talent, respecting the diverse experiences that our team of professionals brings and embracing an inclusive environment.

As an Executive Administrative Assistant on the Compliance, Conduct & Operational Risk (CCOR) team, you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen and deliver work output while juggling multiple tasks and exercising prioritization management skills. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes, and techniques to complete assignments in line with the department's activities and goals.

As a CCOR Executive Administrative Assistant, you will have the following responsibilities:

Job responsibilities:

• Manage complex and highly dynamic calendars for multiple senior leaders, exercising sound judgment to prioritize executive time and resolve scheduling conflicts.

• Coordinate and manage all logistics for internal and external meetings, including agenda preparation, meeting materials, room/technology requirements, and communications.

• Arrange and coordinate complex domestic and international travel, including itineraries, accommodations, transportation, visas (where applicable), and real-time travel support.

• Organize all aspects for offsite conferences and external events, including catering and transportation

• Process invoices, travel expenses, and reimbursement requests in accordance with firm policies and timelines; serve as a subject matter expert on travel and expense procedures.

• Support onboarding activities for new hires, including workspace requests, technology and equipment coordination, and access requests to ensure a seamless employee experience.

• Maintain accurate organizational charts, leadership profiles, distribution lists, and key business records.

• Prepare, edit, format, and distribute executive-level presentations, spreadsheets, reports, briefing materials, and meeting documentation with exceptional attention to detail.

• Build strong working relationships across lines of business and support functions to facilitate collaboration and achieve desired outcomes.

• Lead and coordinate special projects, process improvements, and ad hoc business initiatives with minimal supervision.

• Organize and execute employee engagement activities, recognition events, and cross-site team events while managing multiple stakeholders and competing priorities.

Required qualifications, capabilities, and skills:

We are looking for someone excited to join our organization.  If you meet the minimum requirements below, you are encouraged to apply to be considered for this role.

• Experience supporting multiple executives simultaneously in a highly regulated, fast-paced financial services environment.

• Exceptional written and verbal communication skills, with the ability to prepare executive-level correspondence, presentations, and business communications.

• Advanced organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and competing requests simultaneously.

• Strong judgment, professionalism, and discretion when handling confidential and sensitive information.

• Proven ability to build strong relationships and effectively interact with stakeholders at all levels, including senior leadership, clients, and support partners.

• Strong problem-solving capabilities with a proactive approach to anticipating needs and resolving issues independently.

• Ability to remain composed and effective under pressure while adapting to changing business needs and priorities.

• Advanced proficiency in Microsoft Office applications, including Outlook, PowerPoint, Excel, Word, Teams, and other collaboration technologies.

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.