Executive Administrative Assistant

Executive Assistant

Must haves: 7+ years as an executive assistant, 2 of these years candidate should also have Coupa/Supplier Management experience, supporting senior level executives in a corporate environment and a minimum of 4 years of experience working with Microsoft Outlook, PowerPoint, Word, Excel and Outlook.

In this role you will provide administrative support services to four of Bank's Senior Vice Presidents within the Finance organization, including the Chief Accounting Officer, Tax Director, CFO Home & Auto, and Head of Consumer Bank. The ideal candidate must have strong organizational, interpersonal, communication and computer (Microsoft Office) skills, and the ability to handle confidential information and work in a fast-paced, ever-changing environment.

• Interact with employees, customers, and outside advisors in a professional and efficient manner
• Effectively use computer and company software programs with strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook (for appointments/email), Microsoft Teams, Nitro Pro, Coupa and Client Global Business Travel for T&E
• Proactive planning & creating meetings and managing busy and complex calendars (including frequent calendar shifts), continuing to ensure accuracy of attendees, meeting locations, materials etc.
• Arranging for complex travel plans and events and prepare/reconcile T&E and Purchase Card reports;
  Travel (book on-line flight reservations and coordinate all travel/meeting logistics)
• Process statements of work, purchase orders, and invoices, ensure timely vendor payments and support supplier management through our Coupa system
• Proactively anticipate and communicate potential issues, propose solutions and have close attention to detail
• Clear and effective communication with leaders and effective prioritization of tasks
• Coordinate activities and meetings, planning for on-site and off-site events; includes coordination with outside parties
• Ensure documents are posted accurately and timely in preparation for meetings/conference calls
• Attend staff/team meetings as required
• Maintain calendar for staff and department activities. Assist in prioritization of items
• Perform other duties and/or special projects as assigned

• 7+ years in an executive administrative role
• Minimum of 2 years of experience supporting senior level executives in a corporate environment
• Minimum of 4 years of experience working with Microsoft Outlook, PowerPoint, Word, Excel and Outlook
• Minimum of 2 years of experience working with supplier management software like Coupa
• Strong organizational skills and possess the ability to handle multiple projects
• Strong attention to detail
• High level of integrity, confidentiality and self-confidence
• Clear, concise and articulate communication skills (verbal & written)

• Coupa experience
• Supplier management and accounts payable experience
• Excellent communication and interpersonal skills
• Strong problem-solving and critical thinking skills with a passion for excellence
• Demonstrative initiative, ability to work independently and must be a team player
• Ability to accept responsibility and handle confidential information
• Excellent proficiency of Microsoft Outlook, PowerPoint, Excel and Word