Executive Assistant

Executive Assistant

This Executive Assistant role provides high-level administrative support to the Vice President of Business Intelligence and Transaction Risk within a dynamic, fast-paced technology environment. The position focuses on complex calendar management, travel coordination, expense management, and proactive support for meetings, documentation, and deliverables. You will work closely with senior leaders, cross-functional teams, and other executive assistants, managing a high volume of tasks with minimal guidance while maintaining a high degree of professionalism, discretion, and customer focus.

Responsibilities

• Provide comprehensive executive support to the Vice President of Business Intelligence and Transaction Risk, serving as a trusted partner and primary point of contact for administrative needs.
• Manage complex calendars, including scheduling meetings, coordinating across multiple time zones, resolving conflicts, and prioritizing requests based on urgency and business impact.
• Monitor and track the Vice President's meetings, priorities, and email inbox, ensuring that critical items receive appropriate attention and timely responses.
• Act as a proxy for the Vice President when appropriate, handling routine communications, follow-ups, and administrative decisions within defined guidelines.
• Coordinate domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Prepare, submit, and track expense reports, ensuring accuracy, timeliness, and compliance with company policies.
• Organize and maintain documentation related to projects, meetings, and action items, ensuring follow-through and timely completion of deliverables.
• Support meeting preparation by gathering materials, creating or formatting documents and presentations, and ensuring all participants have the information they need.
• Handle a high volume of tasks and projects simultaneously with little to no guidance, adjusting priorities quickly as needs change.
• Maintain strict confidentiality when handling sensitive information and demonstrate high levels of integrity and discretion at all times.
• Communicate clearly and professionally in both verbal and written form with senior professionals inside and outside the organization.
• Continuously uphold high standards of quality and accuracy in all administrative tasks, identifying and resolving issues proactively.
• Collaborate with other executive assistants and team members to support broader team initiatives and special projects as needed.

Essential Skills

• At least two years of college education required; bachelor's degree preferred.
• 5 years of experience supporting senior management such as Vice Presidents, senior Vice Presidents, or CEOs.
• Demonstrated experience managing complex executive calendars, including scheduling and prioritizing meetings.
• Strong proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• 2–4 years of hands-on experience using Outlook for email and calendar management.
• 2–4 years of experience arranging travel, including multi-leg and multi-time-zone itineraries.
• 2–4 years of experience in expense management, including preparing and reconciling expense reports.
• Proven ability to handle a high volume of tasks and projects with little to no guidance.
• Impeccable attention to detail and strong organizational skills.
• Ability to make smart, timely decisions and respond with appropriate urgency to time-sensitive situations.
• Exceptional verbal and written communication skills.
• Ability to switch gears quickly and adapt to changing priorities in a fast-paced environment.
• High levels of integrity and discretion in handling confidential information.
• High degree of professionalism when interacting with senior leaders and external stakeholders.
• Excellent PC skills and comfort working with technology tools commonly used in corporate environments.

Additional Skills & Qualifications

• Bachelor's degree is preferred and considered an advantage.
• 1–2 years of prior experience supporting senior management such as Directors is beneficial.
• Experience working across multiple time zones and coordinating schedules for…