Executive Assistant

Temporary

Madison-Davis Client

Temp to Perm Role

Overview:

This position supports Senior Leaders within the Americas Compliance Division, providing organizational and administrative support in such a way as to enable them to be optimally productive.

Responsibilities:

Relationship Management

  • Build relationships with clients and client Executive Assistants, internal Senior Management and their Executive Assistants, and other external relationships including Japan-related organizations
  • Maintain and update current list of contacts and business activities
  • Manage reminder files (tickler files) and prompt follow-up calls and meetings

Communication

  • Proactively share information, and as needed, with other stakeholders (internal and external)
  • Calendar Management
  • Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
  • Assist with scheduling for projects and activities as requested

Daily Administration

  • Manage document creation, distribution and filing as necessary
  • Manage storage or disposal of confidential information
  • Answering phones, taking messages
  • Assist in drafting business speeches, talking points, letters and memos
  • Having the judgment and taking the initiative to solve those issues that the Executive Administrative Assistant can take forward unilaterally
  • Applying the judgment to prioritize work and responsibilities, and provide sound business context and rationale for decisions and actions
  • Assist with special events (town halls, perhaps client events, new communication initiatives, etc.)

Travel Arrangement

  • Coordinate travel and accommodation, book cars, rail tickets, etc.
  • Develop understanding of scheduling and travel preferences
  • Coordinate travel efficiently by grouping client meetings where possible

Expense Reporting

  • Prepare all expense reports

Qualifications:

  • At least five years’ experience working in an administrative position for an executive. Experience in financial services environment a plus
  • Bachelor’s degree preferred
  • Touch typing speed of 50-60 wpm and/or a formal typing certification
  • Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
  • Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
  • Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
  • Maturity, poise and judgment
  • Ability to maintain and respect confidentiality
  • One who takes constructive feedback in stride and incorporates feedback quickly
  • Ability to manage a heavy work volume and meet deadlines
  • Ability to undertake projects and produce quality and timely results
  • Self-starter, strong initiative, confidence and ability to work with little guidance
  • Collaborative team player
  • Positive attitude, sense of fun: is collegial and friendly
  • Ability to juggle several tasks at once, to prioritize and manage own time
  • Methodical, organized and excellent attention to detail
  • Flexible attitude; embraces change, hard-working, cost conscious and results driven

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