Executive Assistant supporting the Chief Administrative Officer

Job Summary:

Provides administrative and operational support to the Chief Administrative Officer. Manages a wide variety of activities and confidential matters with discretion. Maintains calendars,schedulesmeetings and conference calls. Coordinates travel arrangements and itineraries and related plans. Monitors email andresearchesand manages information requests. Answers and directs telephone calls and greets visitors in a professional manner. Organizes data and prepares correspondence,reports and presentations.

Assists with special assignments andparticipatesonvarious project teams as requested.

Job Duties and Responsibilities:

* Performs administrative and operational functions in support ofthe CAO, with limited support to staff as needed.

Facilitates management and business unit communications through email and hard copy. Manages the workflow of documents requiring management attention and/or approval androutessensitive and confidential information.

* Composes various types of correspondence,compilingand integrating data from a variety of sources. Provides support byassistingwith the development of internal communications from draft state to final publication. Creates, edits, proofreads and publishes formal presentations and reports adhering toestablishedstyle guides and leadership preferences

* Schedules and manages calendars, prioritizing and resolving scheduling conflicts, sending invitations and reminders as needed. Coordinates travel, verifies required travel documentation and determines appropriate timelinesto proactively avoid travel conflicts.

* Coordinates and manages internal and off-site meetings and events including scheduling facilities, equipment, catering, and coordinating travel arrangements including flights, car rental, and hotel accommodations as needed. Prepares,assemble sand distributes meeting and event materials. Attendsteammeetings and other meetingsasrequired.

* Serves as a resource and aide to contacts seekingassistancefromthe CAO and Administration leadership team. Responds to internal and externalinquires. Screens androutestelephone calls,assistingcallers as required.

Relaysmessages to appropriate team members.

Greetsguests with a courteous and professional demeanor. Notifies management and team members of visitors and/or directs visitors as appropriate. Coordinates visitor badges and Wi-Fi accessas needed.

* Processes credit card statements, out-of-pocket expenses, and invoices. Creates,submitsand monitors expense reports and team memberdocumentation usinginternalexpense reporting system. Coordinates various daily, weekly, monthly reporting. Maintains business unit budget and records expenditures as requested.

* Processes internal orders or requests related to facilities, travel reimbursements, and office supplies. Monitors orders/requests using spreadsheets or appropriate internal systems and databases.

Operates office equipment such ascopiers,scanners, and phone systems and arranges for equipment repairs as needed.

Maintains an inventory of routine office supplies.

* May serve on one or more project teams that require cross collaboration of team members.

Facilitates communication efforts across teamsand assists in tracking project timelines and meeting deadlines.

Managesconfidential information in accordance with applicable policies and procedures.

* Provides back-up support and coverage to other administrative staff as required. Develops andmaintainspositive working relationships. Supportsgroupsinitiatives and works to reach common goals.

* Each team member is expected to be aware of risk within their functional area. This includesobservingall policies, procedures, laws,regulations and risk limits specific to their role. Additionally, they should raise and report known or suspected violations to the appropriate Firmauthority ina timely fashion.

* Performs other related duties as required.

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees…