Executive Administrative Assistant - Securities Services Sales

Executive Administrative Assistant – Securities Services Sales

at least 3 years of administrative support experience with background in client facing sales and financial services, supporting all levels through managing director
Advanced ability to organize, project and event management experience
Tact and good judgment in confidential situations, and proven experience interacting with senior management
Strong interpersonal, written, and oral communication skills
Expense policy, Patrol and Charitable Contributions knowledge
Proficiency within the Microsoft office Suite
Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
Ability to learn procedures and processes quickly

Maintain detailed calendars for 3 executives and weekly team schedule
Screen incoming calls and determine the level of priority, while using caution in dispensing information
Manage the coordination and logistics of both internal and external meetings
Arrange and coordinate domestic and international travel for 12 executives and light support for 5 more
Organize all aspects for client entertainment events, including catering and transportation
Process invoices and Travel and expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
Produce high quality emails and messages to individuals at all levels of the organization
Maintain current organizational charts and Executive Bio’s and distribution lists
Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly
Lead and coordinate on ad hoc projects as requested (annual events: Summer Outing, Holiday Party)