Job Summary

The Executive Administrative Assistant (EAA) position supports and partners with the Chief Information and Chief Risk Officers (CIO & CRO) to manage and organize the Executives daily and weekly activities. This role will work proactively to prioritize immediate tasks and anticipates needs of the Executives. This role will also assist with project coordination of team projects. This position reports to the Chief Information Officer and supports the Information and Risk teams.

Duties and Responsibilities

• Manages the calendar of the Chief Information & Chief Risk Officers and the VP's as needed, which may include arrangement of all meetings and managing associated travel across the US and International Travel.
• Manages and organizes the Executive's daily and weekly activities. This includes email inbox management and prioritizing immediate tasks and follow up needed for the Executive.
• Works closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Has a sense of challenges, priorities or issues taking place in the environment and keeps the Executive updated. Anticipate the Executive's needs in advance of meetings or upcoming activities.
• Plans and organizes meetings & team events, end-to-end, both on site and off site, (meeting rooms, hotel rooms, travel, catering, etc.).
• Acts as liaison to arrange relevant virtual and in person meetings, including all facilities and any necessary arrangements for visitors, external customers or clients to the office.
• Processes letters, memorandums and reports, some of a confidential nature. Prepares presentations in Power Point as required.
• Coordinates preparation of the budgets and monitoring budget expenses.
• Processes expenses, invoices and travel & expense reports. Works with the Finance team to proactively resolve problems if they arise.
• Proactively identifies opportunities for improving internal processes and recommending solutions.
• Attend leadership and team meetings, take notes/ meeting minutes, provide executive summaries and track/coordinate action items
• Project coordination of team projects including scheduling project meetings, assisting with creation of project plans, taking meeting minutes and tracking actions to completion of the project team. May assist in helping leadership coordinate the work of others.
• Proactively manages vendor requests for discussions and manages the responses and criticality of requests.
• Effectively collaborates with other functional areas & other Executive Assistants to complete tasks and initiatives
• Handles personal task and calendar management for Executives such as scheduling personal appointments as needed

Experience and Education Requirements

• Requires a High School Diploma
• A minimum of 5 years experience in executive level or C Suite administrative support activities.
• A minimum of 3 years experience in supporting a multi-person team (multi-location experience a plus).

Knowledge, Skills & Abilities

• Must be highly organized and comfortable working in a fast-paced work environment
• Must have superb communication skills
• Strong attention to detail
• Must have budget management knowledge and knowledge of accounts payable, billing procedures and expense reporting preparation and processing
• Knowledge of arranging travel for executives and monitoring and processing travel expense reports.
• Must be proficient in PowerPoint and Word; familiar with Excel
• Requires an ability to understand objectives of work assigned in order to revise/adjust workload to address and prioritize immediate needs.
• Requires the ability to handle confidential information.
• Requires an ability to be proactive and to continually think ahead
• Ability to develop creative solutions to everyday tasks and adapt effectively to unexpected circumstances

Other Requirements

• Perform other functions, duties and projects as assigned
• Regular and punctual attendance
• Some travel may be required (less than 10%)

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