Executive Administrator - Growth

📋 Description

• • Provide comprehensive and sophisticated administrative support to executive and senior leadership teams, ensuring the efficient and professional handling of complex and confidential daily activities.
• • Proactively manage and meticulously organize calendars for assigned leaders, including scheduling meetings, sending invitations, resolving conflicts, anticipating future needs, managing deadlines, and ensuring adequate working time is allocated.
• • Coordinate and facilitate meetings by scheduling with appropriate participants, managing RSVPs, resolving scheduling conflicts, contacting attendees, preparing agendas, and accurately taking and distributing meeting minutes.
• • Oversee the end-to-end management of corporate-sponsored events, industry events, and internal gatherings, including all logistical arrangements such as travel, venue reservations, registration, and speaker coordination, in collaboration with internal and external teams.
• • Ensure timely and accurate submission of expense reports in strict adherence to company accounting and billing policies and deadlines.
• • Streamline invoice processing by gathering necessary information and facilitating timely approvals for informed decision-making.
• • Arrange and manage all travel logistics, including booking flights, hotels, ground transportation, and dining reservations, ensuring all details are readily accessible and presented according to the leader's preferences.
• • Develop professional reports and presentations using designated templates, meticulously proofreading for accuracy and quality before submission.
• • Manage incoming and outgoing correspondence, including email, postal mail, and packages, based on agreed-upon access levels with the leader, routing items to appropriate staff and initiating follow-up actions as needed.
• • Provide dedicated support to committees, which may involve attending meetings, documenting minutes, and tracking action items.
• • Collaborate with the HR department to facilitate the smooth onboarding of new leaders, ensuring all necessary access, equipment, corporate credit cards, and facility access are arranged for their first day, and scheduling initial meetings based on the onboarding plan.
• • Uphold the highest standards of confidentiality, safeguarding all information obtained through various communication channels.
• • Implement and master a robust prioritization system for managing email, mail, voicemail, and meetings, ensuring high-priority items are addressed promptly and low-priority tasks are efficiently delegated or handled.
• • Interact and communicate professionally at an executive level with all internal staff, business partners, subsidiaries, vendors, and consultants on relevant business priorities.
• • Provide essential backup support to an assigned Executive Assistant when they are out of the office, traveling, or engaged in large projects, ensuring continuity of support for the leaders they serve.
• • Proactively identify opportunities for process improvements, collaborating with management to document changes, coordinate implementation, and measure the success of new initiatives.
• • Perform other duties as assigned to support the executive team and organizational goals.
• • Thrive in a fast-paced, dynamic environment within the evolving financial services industry, demonstrating flexibility and a hands-on approach.
• • Build and maintain strong, trusting partnerships with executives, administrative staff, and employees across the enterprise.
• • Exercise independent judgment and initiative to lead tasks and influence outcomes without direct authority.
• • Demonstrate an astute and self-motivated work ethic, essential for success in this role.
• • Anticipate potential issues and proactively develop solutions, leveraging prior experience to resolve challenges effectively.
• • Adapt seamlessly to competing demands, maintaining a high level of customer service and responsiveness.
• • Work effectively both independently and as a collaborative member of a team.
• • Be prepared to work outside normal working hours to address urgent requests and potentially travel to support on-site or off-site events.