Senior Executive Assistant, Board & External Relations

Senior Executive Assistant

The Senior Executive Assistant provides comprehensive administrative support to the Executive Vice President (EVP) of Board and External Relations (BER) and other senior executives, as needed, including to the Chief Executive Officer. This role is responsible for calendar management, communication, meeting preparation, travel and logistics, and other special projects. The Senior Executive Assistant must be able to work under pressure at times with limited supervision and to handle a variety of activities and sensitive or confidential matters with discretion.

Essential Job Functions:

• Sophisticated calendar management. Position requires timely, complex scheduling to manage dynamic calendars and competing priorities, including coordination of in-person and virtual meetings among internal executive staff, Board and External Relations team members, Board members, and/or other outside groups.

• Communication. Manages incoming calls and prioritizes messages, emails and other correspondence. Places calls on behalf of the executive as directed. Prepares correspondence and other written materials from verbal direction, softcopy or from knowledge of company policy or procedures. Prioritizes inquiries and requests while troubleshooting conflicts and making judgments with little guidance.

• Meeting coordination and preparation. Arranges all conference call and meeting logistics (room reservations, video conferencing, building security clearances, food and beverages, etc.). Greets visitors with appointments and provides information and assistance. Ensures all appropriate materials are available for meetings. Works with Office of the Corporate Secretary in preparation and production of Board materials prior to Board meetings. Provides executive and Board member support onsite at Board meetings, requiring travel.

• Travel and logistics. Supports planning and execution of Board and team offsite meetings. Makes complex arrangements for travel to include Board meetings, conferences, offsite meetings, and other events. Addresses any last-minute changes or cancellations. Tracks expenses and prepares expense reports for executive and Board members.

• Handles all interactions with internal and external stakeholders with a high degree of professionalism, appropriateness and timeliness.

• Supports records management in alignment with department policies and procedures.

• May assist with the preparation and editing of PowerPoint presentations.

• Provides other related administrative support of a highly sensitive and confidential nature.

• Demonstrates FINRA's values.

• Collaborates, both in-person and virtually, in furtherance of FINRA's mission of investor protection and market integrity.

• High school diploma or equivalent. Additional education or training preferred.

• Ten years of related experience as a secretary, administrative assistant, executive assistant or similar responsibilities. Experience providing administrative or secretarial support to a senior executive is preferred.

• Strong written and verbal communication, administrative and organizational skills.

• Significant experience utilizing Microsoft Office applications such as Word, Excel, PowerPoint and Teams. Experience with Microsoft Copilot preferred.

• Experience with Zoom virtual meeting platform preferred.

• Significant experience utilizing self-service travel and expense systems such as Workday.

• Ability to exercise good judgment in a variety of situations, and the ability to maintain a realistic balance among multiple priorities.

• Hybrid work environment, with defined in-person presence requirements.

• Occasional travel may be required.

• Usually requires overtime as well as flexibility to work hours and an in-office schedule that corresponds with the executive to meet business needs.