Executive Assistant

Job Summary:

We're seeking a highly organized, professional Executive Assistant to provide specialized administrative support. You will be supporting company executives with complex projects and various administrative duties. You will play a crucial role in managing their day-to-day activities, ensuring efficiency, and fostering effective communication across all levels of the organization and with external stakeholders

A successful candidate is proactive, detail oriented, and possesses a great attitude, while thriving in a fast-paced environment. You should be a problem solver, perceptive, articulate, and with an advanced set of skills that you have mastered through experience. You will reflect the values of our company in everything you do each day. You must possess excellent written and verbal skills.

Responsibilities:

• Provide high-level administrative and operational support to senior executive, ensuring priorities, commitments, and deliverables are managed with accuracy, discretion, and professionalism.
• Manage complex calendars, proactively resolving scheduling conflicts, prioritizing requests, and coordinating meetings across internal teams, external partners, and senior stakeholders.
• Prepare executives for meetings by organizing agendas, briefing materials, presentations, reports, and follow-up items in a clear and timely manner.
• Serve as a trusted point of contact for executive, exercising sound judgment when responding to inquiries, managing communications, and escalating matters as appropriate.
• Coordinate domestic and international travel arrangements, including detailed itineraries, logistics, expense processing, and related documentation.
• Draft, edit, proofread, and format executive-level correspondence, memoranda, presentations, reports, and other business materials with a high degree of accuracy.
• Plan and coordinate meetings, conferences, events, and leadership sessions, including logistics, materials, participant communications, and technology needs.
• Track action items, deadlines, approvals, and follow-ups to ensure executive priorities are advanced and commitments are completed on time.
• Handle confidential and sensitive information with discretion, maintaining a high level of professionalism and integrity at all times.
• Develop and maintain strong working relationships across business units, support teams, clients, and external stakeholders to enable effective communication and collaboration.
• Support departmental operations, including records management, supply coordination, onboarding logistics, equipment needs, and process improvements.
• Attend meetings as requested to capture minutes, document decisions, and distribute clear follow-up notes and action items.
• Coordinate budget tracking, invoice processing, expense reconciliation, and other financial administration in accordance with company policies.
• Prepare, maintain, and analyze reports, spreadsheets, dashboards, and databases to support executive decision-making and departmental planning.
• Partner with Human Resources, Finance, Technology, and other internal teams to support personnel processes, onboarding, interview coordination, system access, and related administrative activities.

Qualifications:

• 10 years’ experience, most recently working with senior-level management
• Strong interpersonal, administrative, and time management skills
• Excellent verbal and written communication skills
• Strong client interaction skills focusing on customer service
• Ability to handle varied work requirements within multiple internal systems
• Advanced knowledge of PC applications (MS Office)
• CIB Staff provide administrative support to BTMUS Registered Representative
• Administer general office duties (e.g., filing, copy, mail/fax distribution, receptionist).
• Support departmental duties including updating and maintaining a variety of reports and databases.
• Conduct special departmental assignments as needed.
• Provide data analytics support.

Education:

College degree or an equivalent combination of formal education and experience