Executive Administrative Assistant

Grow your career as an Executive Administrative Assistant with an innovative global bank in New York, NY. Contract role with strong possibility of extension and conversion. Will require working 100% onsite and may require some overtime.

Join one of the world's most renowned global banks and trusted brand with over 200 years of continuously evolving financial services worldwide. You will work alongside some of the smartest minds in the industry who are excited to share their knowledge and to learn from you.

Contract Duration: 6 Months

Required Skills & Experience

• Bachelor's/University degree.
• 3+ years of administrative experience working with C-suite Executives within a large and complex financial services or similar organization.
• Highly proficient in Microsoft Office (Outlook, Teams, OneDrive, PowerPoint, Word and Excel) and Adobe Pro
• Must have experience interacting with very senior leaders.
• Must have prior experience supporting an Investor Relations team or executives involved in financial reporting cycles, earnings preparation, investor meetings, rating agency interactions.
• Must have experience working within a Finance organization, such as FP&A, Treasury, Controllers, or CFO level functions.
• Strong business acumen and ability learn business/functional priorities and timelines. Able connect dots and translate to their own work
• Must be highly organized and proactive who is incredibly detail-oriented and able to operate, and problem solve independently.
• Must be able to operate in a fast-paced, complex environment and able to gain an understanding of team and stakeholder priorities and the impact on their managing calendars and other items.
• Must be approachable, collaborative and self-motivated.
• Excellent verbal and written communication skills senior level executives.
• Strong discretion and confidentiality.

What You Will Be Doing

• Provide comprehensive administrative support in a fast-paced environment including complex calendar management, meeting coordination, e-mail monitoring, task tracking, etc.
• Will directly support the Head of a large department and will work closely and/or supports the Business Execution team as well as individuals across other groups.
• Ensure seamless administrative operations, handle sensitive tasks with discretion, and provide high level support in a fast-paced environment
• Manages complex calendar day-to-day and aligns schedule with executive’s preferences and priorities, along with strong sense of urgency and understanding of business objectives and timelines.
• Resolves conflicting requests independently based on knowledge of business and other priorities.
• Serve as the point of contact for internal and external stakeholders ensuring timely communication and information flow to both department Head, Business Execution team and direct reports.
• Work closely with the Business Execution team as well as individuals across Finance to prepare department Head with detailed agendas, presentations and documents as well as follow up on key action items.
• Manages all aspects of appointment/meetings (in-person, virtual and hybrid), including monitoring attendance, requesting, reviewing and attaching materials (presentations, speaking notes, etc.) as well as logistics (e.g., meeting rooms, catering, restaurants/venue reservations, technology, printing, etc.).
• Organize and execute executive events, including offsite meetings and investor/analyst engagements, ensuring all logistics are handled efficiently.
• Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system; review expense reports of others for review and sign off.
• Coordinates travel arrangements and develop detailed trip schedule/itinerary, including local meetings, flights, hotels, passports/visas, ground transport, meals, and appointments.
• Collects various requests (e.g., meetings, actions, follow ups, etc.) by engaging and corresponding with individuals and appropriately collates and tracks independently.
• Builds relationships and coordinates with other Executive Assistants; serves as back-up support, when required.
• Orders supplies and process invoices through Procure to Pay system.

You will receive the following benefits:

• Medical Insurance - Four medical plans to choose from for you and your family
• Dental & Orthodontia Benefits
• Vision Benefits
• Health Savings Account (HSA)
• Health and Dependent Care Flexible Spending Accounts
• Voluntary Life Insurance, Long-Term & Short-Term Disability Insurance
• Hospital Indemnity Insurance
• 401(k) including match with pre and post-tax options
• Paid Sick Time Leave
• Legal and Identity Protection Plans
• Pre-tax Commuter Benefit
• 529 College Saver Plan

Motion Recruitment Partners (MRP) is an Equal Opportunity Employer. All applicants must be currently authorized to work on a full-time basis in the country for which they are applying, and no sponsorship is currently available. Accommodation will be provided in all parts of the hiring process as required under MRP’s Employment Accommodation policy. Applicants need to make their needs known in advance.