Executive Assistant

At-a-Glance

Are you ready to build your career by joining a global financial institution? If so, our client is hiring an Executive Assistant.

• Contract
• Onsite

• College Degree Preferred or Relative Corporate Experience preferred
• Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
• Other helpful applications include Excel, PowerPoint, internet and research tools
• Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements
• Strong communication, judgment, and problem-solving skills
• Strong attention to detail as well as solid organization/time management skills
• Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Flexible with coverage responsibilities and teams.
• Experience working on trading floor and supporting multiple groups is a plus!

• Telephone coverage: answer phones, take accurate messages, know banker’s whereabouts at all times, back‑up other lines as needed
• Light to moderate client contact
• Calendar maintenance for meetings and/or conference calls
• Coordinate related conference rooms including any catering, audio/video conference set up
• Arrange all aspects of travel (arrange flights, hotels, rental car and sedan service, currency, etc.), keep travel profiles up to date, retrieve appropriate approvals for travel
• Prepare all itineraries
• Prepare and submit all expense reports on a timely basis
• Type correspondence, memos and presentations
• Prepare presentation books and meeting materials, copy, collate, bind
• Maintain filing system, correspondence, documents
• Navigate Firm’s resources, interface with various departments to collect information, respond to requests, obtain services
• Retrieve research or other necessary materials from intra/internet
• Send and retrieve digital and inbound faxes
• Distribute mail, arrange messengers and overnight package services
• Provide backup support for colleagues during vacation/sick days, and assist their groups as needed with phone coverage and other office needs
• Miscellaneous support: setup and maintain mail groups, keep orderly, fully functioning work area