Administrative Assistant III - CIO Office

Job description

Job description

Job Description:

Job Description

The ideal Administrative Assistant will not only be responsible for administrative support, but also have a willingness to learn, be resourceful, proactive and independent with the initiative to take on additional responsibilities over time. They should possess excellent organizational skills with exceptional attention to detail and the ability to effectively handle multiple priorities and a strong work ethic.

·         Provides administrative support to three Band 3 level executives in the Office of the CIO, and members of their team in a fast paced team environment and works closely with lead management’s assistant for direction on team’s deliverables

·         coordinates internal/external meetings and conference calls to include field calls

·         Handles phone calls from FAs and interacts with LOB business partners in a professional and effective manner

·         Responds and follows up on requests from FAs / speaking engagements/internal requests

·         Maintains complex and extremely detailed calendars and prioritizes meeting requests and related logistics

·         Coordinates a high volume of travel arrangements and processes expense reports

·         Maintains understanding of firm policies and handles certain issues independently

·         Responsible for participation in general administrative duties (copying, scanning, filing, share point archiving), ad-hoc projects, committees and or group events

·         Orders supplies and keeps inventory well-stocked

Enterprise Job Description :

Performs diverse, advanced and confidential administrative support functions including composing, signing and releasing routine but somewhat complex correspondence. Usually relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage a number of different and often conflicting objectives, projects or activities at one time. Communicates with executives and line management to gather or convey relevant information. May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy and judgment. Advanced administrative and analytical skills. Thorough knowledge of a variety of software programs.

Qualifications

·         requires excellent interpersonal telephone and communication skills

·         High attention to detail and professionalism

·         Availability to work extra hours as needed

·         Ability to meet and greet external guests and accommodate requests during their visit to the bank

·         Ability to maintain high standards despite pressing deadlines

·         Ability to solve problems quickly and efficiently

·         Strong knowledge of general business and corporate cultures

·         Ability to handle sensitive and confidential information, with good instincts and judgement

·         Self-starter with excellent anticipation skills; problem solving; follow up

·         Demonstrated dependability and sense of urgency about getting results

·         Demonstrates high degree of integrity and respect for the firms culture

·         Comfortable working with people at all organizational levels

·         Comfortable with taking direction as needed from lead assistant

·         Comfortable working in a sometimes hectic, high-pressure environment

·         Ability to display a consistent, professional degree of communication

·         Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment

·         Must have excellent judgment; independent thinker and resourceful

·         Prior experience in Financial Services support preferred