Executive Administrative Assistant - Investment Banking Securities Services
JOB DESCRIPTION
- Maintain complex and detailed calendars
- Screen incoming calls and determine the level of priority, while using caution in dispensing information
- Manage the coordination and logistics of both internal and external meetings
- Arrange and coordinate complicated domestic and international travel
- Organize all aspects of internal and external events, including catering and transportation
- Process invoices and T&E expense claims for team members, ensuring all policies are followed and items are processed within provided guidelines
- Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
- Produce high quality emails and messages to individuals at all levels of the organization
- Maintain department documents, including current organizational charts and Executive Bios
- Handle regular activities without prompting, and advise in advance with issues or delays
- Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
QUALIFICATIONS
- 5+ years of Executive Administrative experience in Financial Services/Banking or Big Corporate environment (Managing Director level or above)
- Experience managing calendars for high-level executives and teams
- Experience with Concur for T&E Expense (execs can have high volume of client entertainment, so there are lots of expenses)
- Proficiency within Microsoft Office (Outlook, Teams)
- Proficiency with Zoom (to help setup/coordinate internal meetings)
- Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
- Advanced ability to organize
- Tact and good judgment in confidential situations, and proven experience interacting with senior management
- Strong interpersonal, written, and oral communication skills
- College degree is a PLUS
SKILLS
- High degree of motivation, initiative, sense of urgency and professional demeanor
- Strong written and verbal communication skills
- Ownership approach to all tasks; initiative and confidence to complete projects with limited supervision
- Ability to multi-task, prioritize and organize
- Strong attention to detail and focus on accuracy
- Exercise independent judgment in a variety of situations
- Tact and discretion when dealing with confidential matters; experience interacting with senior management
- Motivated by a collaborative environment and willing to go the extra mile
- Partner with the assistants team to ensure continuity of coverage for their respective groups
Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.